Legal Admin

Job Description Summary

Provides administrative support to General Counsel, and legal team members to facilitate the efficient use of time and resources. The position requires excellent organizational, communication and interpersonal skills and the ability to provide timely information and services to a wide range of both internal and external customers.

Job Description

Principle duties and responsibilities (Essential Functions) include

• Key Job Functions
  • Phone: Handle all inquiries within your capacity; screen calls from vendors, sales people, guests and employees in a professional manner; arrange "callbacks" as needed or directed; provide back-up materials for callbacks; route calls to appropriate parties; handle complaints appropriately including inquiries from Sonesta.com, as needed
  • Calendar/Meetings: Maintain calendar; determine which events are required; set up meetings and manage all details such as lunch, call in numbers, establish agendas reminders, minutes and presentations, compiles special reports, letters, memos
  • Travel: Arrange air and car travel through outside agent and vendors and be sure to cancel all services, if necessary; prepare itinerary, trip file, supplies, expense report tools prior to travel
  • Coordinates off-site complex conferences and meetings; makes travel arrangements. Handles agenda and logistics for meetings, dinners, and other functions.
  • Expense Reports: complete accurate and timely expense reports and pcard expense reports. May track budgets/expenses and analyze/prepare reports.
  • Filing and Office Organization: Review all files and work papers for next steps; create and maintain active working files; Ship and receive packages from postal services, FedEx and UPS, organize and let recipients know; order supplies for office and/or kitchen and stock accordingly; maintain distribution lists up-to-date
  • Executive and personal assistant support to the Owners of Sonesta. This requires high level of professionalism, timeliness, responsiveness and resourcefulness.
  • Has thorough knowledge and effective use of of company products, policies, practices and procedures.
  • Resolves problems from information that is not readily available and may require research and make recommendations.
  • Exposed to and handles/maintains highly confidential and sensitive information.
  • Tracks and manages special projects and ensues that deadlines are met.
  • Assists with technical challenges by working with IT department to resolve issues in shortest amount of time.

• Prioritization
  • Update and follow up on delegated tasks to ensure progress to deadlines
  • Take initiative; determine which items need attention and assistance from your manager
  • Check deadlines on incoming requests and confer on how to assist to meet deadlines
  • Keep projects on schedule
• Deliver Passionate & Engaging Service to our Guests/Employees/Partners
  • You will be passionate and truly engaged in taking care of those we interact with, recognizing individuals and anticipating their unique needs in order to exceed their expectations
  • You will consistently deliver our GUEST model:
    • G reet or welcome everyone, warmly with a smile
    • U se eye and ear contact and use of name
    • E stablish/anticipate needs
    • S olve and own all requests/complaints
    • T hank everyone
• Build solid relationship with your Colleagues
  • Treat colleagues with respect and dignity
  • Work together to solve problems and increase office effectiveness and efficiency
  • Set a high standard for professionalism, behavior and performance
  • Diplomatic and poised in handling complex relationships and situations
• Other duties and responsibilities may be assigned. The employee is expected to work in other areas of the hotel when needed to assist operations to perform job duties not necessarily contained in this job description.

Additional Job Description

A candidate for this position must possess the following applicable knowledge, skills and abilities and be able to demonstrate and provide applicable examples to support his/her competency.

• Education and/or Experience: Bachelor's degree (B. A.) from four-year College or university; or one to two years related experience and/or training; or equivalent combination of education and experience. Minimum 3 years experience as an assistant to VP level or above.
• Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence and to speak effectively before groups of customers or employees of organization.
• Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Computer Skills: To perform this job successfully, an individual should have expert knowledge of Microsoft Office, Outlook, and other office technologies.
• Strong communication skills verbally and in writing.
• Appropriate professional appearance and demeanor
• While the role primarily is a seated role, the position requires standing up and moving about the facility. Occasionally bending, kneeling, and moving about the facility. Carrying or lifting items weighing up to 50 pounds and pushing/pulling up to approximately 100 pounds relating to general office upkeep such as receiving orders, stocking the kitchen, meeting set up and mail room responsibilities.
• Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Benefits

Sonesta recognizes that benefits play a vital role in helping ensure the health and financial security of employees and their families. We offer a variety of benefits to our employees including:

• Medical, Dental and Vision Insurance
• Health Savings Account with Company Match
• 401(k) Retirement Plan with Company Match
• Paid Vacation and Sick Days
• Sonesta Hotel Discounts
• Educational Assistance
• Paid Parental Leave
• Company Paid Life Insurance
• Company Paid Short Term and Long Term Disability Insurance
• Various Employee Perks and Discounts

Upon submitting your application, please ensure you complete a full application in addition to attaching a resume. Incomplete applications received will not be considered.