Executive Assistant I, Legal - Hybrid
Company: Hilton Grand Vacations
Location: Orlando
Posted on: March 18, 2023
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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:
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
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.)
Handles the travel needs, planning, scheduling and booking travel,
creating detailed itineraries, scheduling meetings, functions and
meals and preparing and tracking expense reports
Processes travel & entertainment expenses and other reimbursement
of expenses and work with internal clients for payment/coding of
the same
Processes outside counsel bills and other vendor expenses in
incurred in operating the legal department and prepare reports on
the same
Tracks, monitors and prioritizes tasks and projects, collaborating
with multiple parties of all levels and handling sensitive and
confidential information
Assists in preparing relevant legal memorandum, reference materials
or other documents
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
Publishes and maintains department information on company intranet
system for use by internal clients and communicate changes to
internal clients as needed
Assists with creation and editing of presentations and other
documents
Serves as liaison between legal department and various internal
clients for all issues pertaining company and legal department
functions
Composes routine letters and memoranda and prepare reports using
knowledge of work area instructions and guidelines
Sort, route and prepare in-coming and outgoing correspondence and
mail, including updating related tracking mechanisms
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:
4 years prior legal office experience required
Ability to work in a fast-paced, pressured environment
Ability to demonstrate good judgement and decision-making
skills
Ability to demonstrate proficiency in spelling, business writing,
keyboarding (60-80 wpm), grammar and proof-reading
Ability to demonstrate proficiency in Microsoft Word, Excel,
PowerPoint
Ability to organize and prioritize numerous tasks and complete them
under time constraints.
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
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here to apply!
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