Administrative Assistant/Regional Liaison - American Arbitration Association Inc.

Description

Overview  

Looking for an exciting opportunity in the legal industry? We have the perfect job for you! Our team of dedicated professionals is looking for an Administrative Assistant/Regional Liaison.

You will be responsible for the assigned region’s case administration, operational, and business development activities; serving as liaison between the regional office, clients, and case management centers to facilitate superior client service; assisting the Director of ADR Services and other VPs in other regional offices.    

The starting annual equivalent salary range for this position is $65,000 - $70,000, and a 7.5% incentive opportunity. The successful candidate will primarily work on-site at our Brickell office.

Our employees enjoy rewarding careers in a fast-paced, results-driven environment and we have been recognized as one of the 50 best nonprofits to work for by the Non-Profit Times. We also provide comprehensive benefits, including medical, dental, orthodontia, vision coverage, a student loan repayment program, a 403(b) retirement plan with substantial company match, discounted pet insurance, and generous paid-time-off benefits. With our supportive work culture and excellent benefits package, you will feel valued and appreciated as a member of our team.  

Responsibilities

• Assist Regional VPs and Directors with administration of arbitration and mediation cases.
• Serve as the primary point of contact to the public and internal staff for the regional office.
• Liaise with case administration teams in multiple centers; answers client inquiries regarding the AAA’s services, filing procedures, and case administration.
• Maintains and compiles marketing or case related databases; identifies and conducts research analysis on prospective clients.
• Obtains and coordinates appointments and other scheduling matters for executives.
• Maintains and updates marketing and presentational materials such as overheads, videotapes, slides, handouts, and presentation folders.
• Maintains and communicates with panel and advisory group members.
• Coordinates logistics for assigned regional training programs, meetings and events.
• Serves as a receptionist for the office, greets visitors, answers phones, books hearing rooms, word processing, filing, and maintaining calendars.
• Reviews and distributes incoming mail and maintains postage account.
• Orders supplies, manages vendor relationships, schedules maintenance of office equipment, and liaise with building management and headquarters on facility management.
• Maintains/tracks invoices, coordinates billing/invoicing and compiles month end reports.
• Demonstrates regular, reliable, predictable job attendance.
• Attends on-site and in-person meetings and training sessions.

Qualifications  

Education & Experience: Bachelor's Degree in a legal or business related discipline; 1-3 years relevant experience (e.g., B2B, customer service, sales/marketing environment, public relations, law firm, etc.); or equivalent mix of education and work experience.  

Language Skills: The ideal candidate must be bilingual and possess the ability to speak, read, and write in both English and Spanish. Ability to read and interpret documents such as legal files, business correspondence and procedure manuals; ability to write routine reports and business correspondence; ability to speak effectively, both in person and by telephone, to customers, arbitrators, mediators or employees of the organization.  

Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals; ability to compute rate, ratio, and percent and to draw and interpret bar graphs; ability to understand and interpret statistical reports, data charts and graphs.  

Technology Skills: Intermediate proficiency with Microsoft Excel, Word, Outlook and PowerPoint; ability to become proficient with web-based case management systems.