Executive Assistant I, Legal - Hybrid

Company: Hilton Grand Vacations
Location: Orlando
Posted on: March 18, 2023

Job Description:

Job Description
HGV Now Offers Day One Team Member Benefits!

What will I be doing?

As a Legal Assistant, you will perform clerical tasks to ensure that the assigned in-house attorneys and paralegals can communicate and work efficiently with internal and external partners. This position performs a broad range of administrative support tasks to ensure success for the department and organization. This position will also work closely with the existing Legal Assistants to provide support for the legal department.

You will be responsible for driving company success through performing the following tasks to the highest standards:

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  Serves as the primary point of contact by greeting and assisting guests/clients, responding to requests in a timely, friendly and efficient manner and screening and prioritizing incoming and outgoing telephone calls and electronic communication
  
  
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  Builds, manages, and maintains a sophisticated calendar including, but not limited to, coordinating and preparing for meetings and appointments, preparing agendas, talking points and presentations, gathering materials and updating logistical information (meeting locations, dial-in numbers, etc.)
  
  
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  Handles the travel needs, planning, scheduling and booking travel, creating detailed itineraries, scheduling meetings, functions and meals and preparing and tracking expense reports
  
  
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  Processes travel & entertainment expenses and other reimbursement of expenses and work with internal clients for payment/coding of the same
  
  
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  Processes outside counsel bills and other vendor expenses in incurred in operating the legal department and prepare reports on the same
  
  
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  Tracks, monitors and prioritizes tasks and projects, collaborating with multiple parties of all levels and handling sensitive and confidential information
  
  
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  Assists in preparing relevant legal memorandum, reference materials or other documents
  
  
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  Maintains files and resource library, including tracking of (i) of executed agreements and related documents in network system, (ii) maintenance of all working files for all commercial transactions, litigation while adhering to the company's records retention policy (destruction dates, managing document storage, etc.) and (iii) other tasks as assigned by the paralegals and attorneys
  
  
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  Publishes and maintains department information on company intranet system for use by internal clients and communicate changes to internal clients as needed
  
  
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  Assists with creation and editing of presentations and other documents
  
  
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  Serves as liaison between legal department and various internal clients for all issues pertaining company and legal department functions
  
  
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  Composes routine letters and memoranda and prepare reports using knowledge of work area instructions and guidelines
  
  
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  Sort, route and prepare in-coming and outgoing correspondence and mail, including updating related tracking mechanisms
  
  
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  Process and distribute supplies for department and related billings
  
  
  
  Our dedication to excellence is recognized and celebrated by some outstanding accolades including being named to Newsweek's Most Loved Workplaces list in 2021, a Stevie American Business Awards Gold winner for Company of the Year in Hospitality and Leisure, ranked a top company by LinkedIn in Travel & Hospitality on its 2022 Top Companies Industry Edition list and becoming a Great Place to Work certified company, earning our 2022 certification.
  
  We offer an excellent benefit package to our full-time Team Members that include Day One medical, dental and vision insurance, 401K plan, Paid Time Off (PTO) program and extraordinary travel benefits!
  
  Qualifications
  What are we looking for?
  
  Hilton Grand Vacations is an authority in the vacation ownership industry, operating with an unwavering dedication to innovation, quality, and continued growth. We believe that at the core of our company's success are our Team Members! To fulfill this role successfully, you possess the following minimum qualifications and experience:
  
  
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    4 years prior legal office experience required
    
    
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    Ability to work in a fast-paced, pressured environment
    
    
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    Ability to demonstrate good judgement and decision-making skills
    
    
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    Ability to demonstrate proficiency in spelling, business writing, keyboarding (60-80 wpm), grammar and proof-reading
    
    
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    Ability to demonstrate proficiency in Microsoft Word, Excel, PowerPoint
    
    
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    Ability to organize and prioritize numerous tasks and complete them under time constraints.
    
    
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    Ability to maintain confidentiality
    
    
    
    We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
    
    We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform crucial job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.
    
    

Keywords: Hilton Grand Vacations, Orlando , Executive Assistant I, Legal - Hybrid, Legal , Orlando, Florida