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Administration: Administrative/Executive Assistant
Administrative Assistant - San Francisco 49ers (Santa Clara, CA)

The Legal Affairs Department of the San Francisco 49ers seeks an Administrative Assistant.  The position reports to the Executive Vice President and the Director of Legal Affairs.  The role is to serve as the chief administrator of the Legal Affairs department of the 49ers and the duties in that role encompass a wide variety of tasks, such as responsibility for completion, execution and tracking of legal documents, maintaining and updating document systems, correspondence and coordination with service providers and internal clients, scheduling meetings and keeping calendars, setting up appropriate systems for tracking, and assuring completion of projects, and  other miscellaneous office and support activities. Preferred experience includes calendaring, correspondence, and familiarity with contracts and other legal, organizational project and administrative documents and the kinds of activities described above.  This is a full-time, hourly position.

Primary Responsibilities

  • Perform general office duties, including, but not limited to, answering phones, greeting guests, copying, scanning, typing, collecting mail, preparing expense reports, and maintaining office supplies.
  • Maintain calendars for executives, including heavy scheduling of meetings and updating contacts
  • Make travel arrangements.
  • Organize and maintain electronic files for all contracts across the organization as well as additional records and correspondence.
  • Correspondence and document work, as experience warrants.
  • Track all bills and invoices for department.
  • Assist with proofreading and coordinating the execution of all types of contracts and documents.
  • Maintain spreadsheets related to contracts for purposes such as tracking certificates of insurance.
  • Coordinate with registered agent with respect to entity formation and governance documents.
  • Assist with implementation of processes related to document management across the organization.
  • Coordinate business social events, such as booking reservations for meetings and business meals for executives.

Skills and Attributes

A successful candidate will be exceptionally well-organized.  He or she must be attentive to detail and capable of seeing tasks through in a busy environment.  A candidate must have a cheerful attitude and a good sense of humor.  The individual must be reliable, hard-working and possess good judgment.  Finally, the Legal Affairs department needs a person of integrity who can be trusted with confidential documents and information.

An administrative assistant should possess the following technical skills: Advanced MS Outlook, Advanced MS Word, Advanced MS Excel, Adobe Acrobat.  The individual will need to be adept at working within document management systems, including use of electronic signature software and document comparison software.

Education and Experience

  • Bachelor’s Degree from an accredited four-year university is required.
  • Minimum one year of experience as an administrative assistant. Experience as an executive assistant or a legal secretary, or otherwise in a law firm or corporate legal department, is a plus.
  • Registration as a notary public is helpful, but not required.

 

Application

Please submit a cover letter and resume (including any salary requirements) using this link:

https://career4.successfactors.com/sfcareer/jobreqcareerpvt?jobId=701&company=SF49SP&username=&st=8E3EC5091BCF73EE15E878CFC4039091ABFD326F


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