Summary of Position

The Administrative Assistant to the Legal Team provides high-level, confidential administrative support including duties ranging from administrative, project-based, and clerical work, scheduling travel, arranging meetings, and handling information requests to prepare reports and correspondence and liaising with other senior executives. This position will be privy to confidential information and as such requires diplomacy and discretion.  Strong communication and organizational skills are required and must be demonstrated at all times.

Principal Duties and Responsibilities

• Manage all of the administrative aspects of the Legal Department. 

• Perform general administrative and clerical tasks such as answering phones, faxing, mailing, filing and photocopying.

• Monitor, log, and distribute incoming and outgoing mail.

• Copying, forward and follow up with Case-Related Information. Copy personnel files, manuals, policies, etc. Draft cover letters and forward case-related information to outside counsel as needed; prepare FedEx packages; Monitor initial requests for information and follow-up on an as needed basis.

• Assist in the management of the Legal Department’s contract management system, billing system, and litigation hold program, which are computer-based and require a facility with Information Systems technology.

• Secure Vendor I.D., prepare memos and submit invoices for payments, on an as needed basis.

• Maintain accurate and up to date calendars for members of the Legal Department.

• Coordinate schedules for conferences among the team and with outside counsel.

• Arrange travel and logistics including booking flights, car rental and hotel accommodation for internal executives. Complete expense reports for travel and related reimbursement.

• Schedule meetings, handle logistics, prepare and send materials for review prior to the meetings.

• Interact professionally with outside counsel other Family Dollar executives and associates. And third-party vendors supporting Family Dollar. 

• Assist with project management of legal and compliance programs.

• Assist with dissemination of key reporting and metrics within the legal department and to other Family Dollar business partners.

• Support the compliance department with regulatory reporting and interactions with agency officials, as appropriate and under appropriate supervision.

• Draft basic correspondence with agency officials, as appropriate and under appropriate supervision.

• Assist with managing and summarizing inspection notices and the processing of same.

• Draft basic correspondence and revise legal documents, with oversight from attorneys.

• Take on special projects and additional responsibilities as needed. 

Minimum Requirements/Qualifications

• 5+ years of experience as an Executive Assistant at a senior executive level. 

• Superb written and communication skills

• Strong interpersonal and organizational skills

• Extreme attention to detail

• Positive “can-do” attitude

• Ability to stay one step ahead and anticipate needs

• Ability to meet objectives with minimal direction

• Persistence, resourcefulness, drive and ability to work proactively

• Ability to work on multiple tasks and projects concurrently

• Professional maturity and comfort around senior leadership

• Flexibility to work independently as well as with a team

• Proficiency in Excel and Word programs, including PowerPoint