SCOPE
The position will support up to four attorneys on the EMEA legal team in the areas of Development, Franchise and Asset Management, and, if requested, will provide overflow support to the Chief Legal Counsel for EMEA. The role might support additional positions as the team structure changes. The position will report to a VP & Senior Counsel in Europe.
Act as liaison between the attorney and other Marriott employees and outside counsel.
Prepare, revise, edit, and proofread extensive correspondence and legal documents.
Prepare for transaction closings including preparation of execution documents and powers of attorney.
Compose, type, and transmit correspondence; type/merge, red-line, and transmit legal documents.
Track correspondence requiring responses and keep attorneys apprised of status.
Screen telephone calls; handle matters not requiring the recipient's attention; refer calls to other appropriate parties for handling; organize meetings and conference calls.
Coordinate and maintain calendars for attorneys.
Create and maintain desk files and permanent files, including up-to-date filing, assist attorney/paralegal in: data entry and maintenance of practice area's contract database and database reporting (TeamConnect and iManage); update and maintenance of all forms, agreements, disclosure documents and Share Point Sites.
Review all incoming mail and bring priority items to the recipient's attention.
Handle all travel arrangements, prepare expense reports.
Support the entire legal team with any reasonable requests.
Provide cover for Dubai Legal Assistant during vacation/sickness for Dubai-only based systems, e.g. absentee reporting, concur expense reports.
SPECIFIC DUTIES
Filing / Documentation / Reporting
Prepare and edit lengthy legal documents, presentations, powers of attorney, agendas, memos, letters, spreadsheets, and other business documents.
Enter matters in the TeamConnect database; update database information, including revision and search of database for report and record management.
Handle execution of documents, including coordinating with signatories.
Compose, type, and transmit correspondence and e-mails; type, red-line, proofread, format and transmit legal documents.
Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, other files, etc.
Create and maintain desk files and permanent files, including up-to-date filing, entries in TeamConnect/iManage, and transmittals to the Records Management Section.
Assist paralegal by editing and maintaining, as requested all forms, agreements, disclosure documents, processes and other materials used on Team Share sites.
Planning and Organizing
Manage calendar for attorneys, including scheduling and canceling meetings, and handling high-priority scheduling issues. Coordinate calendars with Administrative Assistants for Senior Leaders and other associates.
Maintain Contacts and coordinate communications with all parties to transactions.
Make travel arrangements and coordinate logistics including transportation, reservations, and lodging arrangements. Prepare expense reports.
Take notes during meetings.
Review all incoming mail and forward to the appropriate attorney and bring priority items to the attention of the supervisor or the responsible attorney, as appropriate; track matters requiring response/action and keep supervisor apprised of status.
Policies and Procedures
Maintain confidentiality of proprietary materials and information.
Protect the privacy and security of clients, customers, and coworkers.
Follow company and department policies and procedures.
Research questions and problems and make recommendations for resolution.
Ensure that personal appearance, immediate work area, and Group-wide shared spaces are clean, professional, and in compliance with company policies and procedures.
Protect company equipment, machines, or other assets in accordance with company policies and procedures.
Customer Relations
Address client service needs in a professional, positive, and timely manner.
Actively listen and respond positively to the questions, concerns, and requests of others.
Proactively assist other employees to ensure proper coverage and service.
Communication
Discuss work topics, activities, or problems with co-workers, supervisors, or managers using proper discretion.
Answer and screen telephone calls as required; refer calls to other appropriate parties for handling; organize meetings and conference calls.
Speak to clients and other employees using clear, appropriate and professional language.
Prepare and review written communications (e.g., emails, memos, documents), including proofreading and editing written information to ensure accuracy, completeness, and timeliness.
Communicate with and listen to other employees to effectively exchange information.
Working with Others
Treat all employees and clients with dignity and respect.
Develop and maintain positive and productive working relationships with other employees and departments.
Partner with and assist co-workers to promote a positive work environment that fosters team efforts to achieve common goals.
Handle sensitive issues with employees and/or clients with tact, respect, diplomacy, and confidentiality.
Actively listen to and consider the concerns of other employees, responding appropriately and effectively.
Computers/Software
Enter, preserve and retrieve information contained in computer databases using standard computer equipment and technology (e.g. a keyboard and mouse, scanner) to update records and files, and answer inquiries from Practice Group members and clients.
Office Equipment
Transmit and preserve information and communications using mail, email, scanner, or fax machine.
Operate standard office equipment other than computers such as telephone, scanner, fax, photocopier, and electronic peripherals.
Ensure necessary office supply inventory is available, and order as needed.
Ensure all office equipment is in working order, calling maintenance when needed.
CANDIDATE PROFILE - KEY TALENTS AND EXPERIENCE DESIRED
Requirements for Position
Previous experience in a law firm or corporate law department with a transactional/commercial legal practice.
Minimum of five years of secretarial experience.
Excellent organizational and interpersonal skills.
Ability to work well under pressure in a fast-paced environment, effectively manage multiple tasks and high volume.
Excellent judgment.
Professional demeanor.
Diligence, strong work ethic and ability to work overtime.
Ability to work independently and as part of a team.
Superb attention to detail.
Flexibility to adapt to continually changing workload priorities.
Excellent written and verbal skills.
Fast, accurate typing.
Excellent word processing and spelling/grammar/proofreading skills.
Strong skills with MS Word, Outlook, and PowerPoint. Proficiency or capacity to learn to utilize Teams/Sharepoint and database programs such as iManage and TeamConnect mandatory.
Marriott International is an equal opportunity employer. We believe in hiring a diverse workforce and sustaining an inclusive, people-first culture. We are committed to non-discrimination on any protected basis, such as disability and veteran status, or any other basis covered under applicable law.
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