Senior Administrative Assistant

About this role:

Wells Fargo is seeking a Senior Administrative Assistant role to provide administrative support to the Legal Department’s more senior level team members including attorneys, paralegals, and/or managers as determined and assigned by the Business Execution Manager.  Job duties consist of handling complex to highly complex assignments as well as the routine day-to-day administrative tasks.  For additional information on this line of business, refer to the external Careers Site at Wellsfargo.com/careers.  #LegalDeptJobs

In this role you will:

• Calendaring – Calendar management/resolution of conflicts. Scheduling meetings, including video and audio conference calls.

• Communication – Interact and act as a liaison with business clients, business partners, outside counsel, internal and external office staff, expert witnesses, and vendors.

• Continuing Legal Education – Enroll Legal employees in specifically requested courses, arrange travel, process associated expenses, and file/send completion records.

• Document Preparation – Draft, edit, track changes/redline, and/or proofread communications and documents, create and update organizational charts, compare document versions, print/copy/scan, and utilize eDocs as the document management system of record to create/maintain business value documents.

• Excel – Create, edit, and update spreadsheets utilizing provided data, format spreadsheets, and organize data.

• Expenses – Process expense reports according to Wells Fargo policy, route/process invoices, and process check requests.

• Intake/Routing – Manage intake and routing of special processes or requests including those received via shared email boxes or SharePoint sites.

• Mail – Distribute incoming and outgoing mail, faxes, express mail and send outgoing mail.

• Maintain and update SharePoint sites.

• Manager Proxy – Act as proxy for managers on corporate systems where proxies are allowed.

• Meeting Logistics – Prepare meeting agendas, materials, presentations. Coordinate reservations for meeting space, equipment needs, and catering.

• Office Supplies – Place orders for supplies, business cards, and maintain supply rooms.

• Presentation Materials – Create, edit, and update brand standard PowerPoint presentations and create visual presentations such as charts and graphs.

• Records Management – Maintain accurate and organized physical and electronic files in accordance with the Records and Information Management Policy and Legal Department Records Management Procedure.

• Research – May assist with legal research on the Internet or Westlaw with attorney or paralegal guidance.

• Travel – Make travel arrangements, adjustments as needed, create itineraries, and coordinate ground transportation.

• Visitor Logistics – Register guests with security, arrange for visitor/temporary badge access, reserve workspace, and act as primary point of contact for visitors including greeting and escorting them throughout the facility.

Required Qualifications:

• 4+ years of Administrative Support experience, or equivalent demonstrated through one or a combination of the following: work experience, training, military experience, education

Desired Qualifications:

• Experience supporting Legal, Human Resources or Employment professionals

• Ability to follow policies, procedures, and regulations

• Ability to handle confidential material in a professional manner

• Ability to read and interpret legal documents

• Advanced Microsoft Office (Word, Excel, Outlook, and PowerPoint) skills

• Highly proficient in drafting and proof-reading written documents utilizing proper grammar, punctuation, and spelling

• Strong attention to detail, including accuracy in grammar and a sharp focus on eliminating error.

• High level of motivation, demonstrated ability to be proactive and adaptable to change; leads self and others through change

• Ability to prioritize work, meet deadlines, achieve goals, and work under pressure in a dynamic and complex environment

• Ability to manage changing travel itineraries, accurately manage expense reimbursement, manage a busy calendar and appointments flawlessly

• Ability to provide strong customer service while actively listening and responding in an appropriate manner

• Ability to work effectively, as well as independently, in a team environment

• Demonstrated leadership in identifying and implementing process efficiencies and sharing best practices with others in order to improve the overall effectiveness of the team

• Excellent technical skills

• Excellent verbal, written, and interpersonal communication skills

Job Expectations:

• Position will require onsite presence

• Relocation assistance is not available for this position

• This position is not eligible for Visa sponsorship

Posting End Date: 

13 Apr 2025

*Job posting may come down early due to volume of applicants.

Applicants with Disabilities

To request a medical accommodation during the application or interview process, visit Disability Inclusion at Wells Fargo.

Drug and Alcohol Policy

Wells Fargo maintains a drug free workplace.  Please see our Drug and Alcohol Policy to learn more.

Wells Fargo Recruitment and Hiring Requirements:

a. Third-Party recordings are prohibited unless authorized by Wells Fargo.

b. Wells Fargo requires you to directly represent your own experiences during the recruiting and hiring process.