Luminant Administrative Assistant Executive Senior in Irving, Texas
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Job Profile Summary
Reporting to the General Counsel, this position is responsible for administrative support to the General Counsel and the VP/AGC for Litigation/Labor & Employment, as well as three additional attorneys and one paralegal, through effectively maintaining a close and highly responsive relationship to the day-to-day activities of the General Counsel and the Litigation/Labor & Employment department.
Perform top level complex administrative duties, often of a sensitive or confidential nature, in support of the General Counsel and the VP/AGC Litigation/Labor & Employment and his legal team, utilizing available resources to ensure efficient office organization.
Maintain ever-changing business/personal Outlook calendars, including scheduling a high volume of meetings and appointments (often with senior executives whose calendars are difficult to navigate), managing complex schedules, engaging with other administrative professionals, and navigating conference room booking process.
Manage all travel arrangements by independently researching options for hotels, flights and ground transportation and making the necessary reservations; prepare and communicate itineraries; be available to manage rescheduling and rebooking (oftentimes on a real-time basis during travel) as needed.
Assist with administration of the legal department, including assistance in arranging team meetings that happen at least quarterly and often offsite, ordering and putting out meals for team coordination meetings that happen on a weekly or bi-weekly basis, assisting with management of the department budget, and helping to maintain and manage the department’s online invoicing platform Thompson Reuters (formerly Serengeti).
Perform administrative assistance in preparing expense reports, serving as custodian of departmental credit cards; reconciling invoices and recommending approval by managers; developing, maintaining and reporting division records as assigned.
Maintain organization of paper files, including litigation files and correspondence files; manage receipt and processing of mail on a daily basis; scan paper files into electronic form as directed and mange organization of electronic files; prepare and mail correspondence and cover letters including by certified mail and FedEx or other overnight delivery services.
Assist in the preparation and dissemination of confidential and sensitive documents in Microsoft Office suite of applications, including utilizing spreadsheet, database, presentation and other software to develop reports and presentations.
Word process and file documents with courts at all levels (federal, state and local).
Maintain registrations on behalf of the lawyers in the department for the state and local bar associations, as well as courts that require membership to appear or file pleadings.
Manage the legal department’s subscription services, including but not limited to Westlaw and other legal periodicals.
With an understanding of business protocols associated with the General Counsel’s office, effectively interact with senior leaders and their executive assistants while representing the office of the General Counsel.
Job Qualifications: Education, Experience, & Skill Requirements
High school diploma or GED and 7+ years administrative and/or secretarial work experience, competency and familiarity with business practices of a large organization. In-house legal department or law firm experience is a plus.
Must possess excellent time-management skills, outstanding organizational skills and problem solving skills, including being a self-starter.
Must be an efficient, detail-oriented, and organized person who is responsive to deadlines and effective in a results-driven environment often under significant time constraints.
Must be able to balance work independently with limited supervision and respond effectively to competing priorities including applying sound judgment and understanding the scope and urgency of requests.
Must have exceptional communication skills, including writing (memos, presentations, correspondence, and email) and verbal skills to interface effectively with executives and all levels of staff, as well as inbound third party communications.
Must present themselves in a professional manner and possess a strong level of discretion, and unwavering integrity and honesty to manage highly confidential information.
Must have advanced knowledge of MS Office with strength in MS Word and PowerPoint; knowledge of Excel and Adobe Professional is preferred.
Notary public license preferred or the willingness to obtain.
Open workspace environment.
Vistra Corporate Services Company
We are a company of people committed to: Exceeding Customer Expectations, Great People, Teamwork, Competitive Spirit and Effective Communication. If this describes you, then you will have a good career here!Texas
We’ve illuminated the Texas skyline for more than 130 years, providing much-needed electricity to help power Texas. We employ smart people and invest in smart solutions to provide reliable and increasingly clean sources of electricity. We provide our customers with innovative products and dependable solutions that help them manage the way they consume electricity. We negotiate partnerships and energy trades. We discover new ways to protect and preserve the environment. We do this all while simultaneously fueling the economy, giving back to our communities and building a business that strives for much more than operational excellence. Our employees’ dedication and commitment to excellence and continuous improvement are the real reason our companies remain leaders and employers of choice.
Come join our team! Thank you for your interest in employment with our family of companies - Vistra Energy, Luminant, and TXU Energy. Please continue to watch for exciting, new position announcements on this site.
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