Legal Office Assistant Jobs in Decatur, AL (NOW HIRING)

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GaN is seeking a reliable, well-organized Office Managerresponsible for ensuring the smooth operation of the office by managing administrative tasks, coordinating schedules, and maintaining organizational efficiency. This role combines secretarial duties with office management responsibilities, requiring excellent organizational, communication, and multitasking skills. The ideal candidate will be proactive, detail-oriented, and capable of handling a wide range of administrative and operational tasks. This position requires a high level of confidentiality, organization, professionalism, and timeliness. Additionally, this person must demonstrate initiative and the ability to prioritize and to work efficiently with minimal supervision on all assignments.

Responsibilities:

• Manage calendars, schedule meetings, and coordinate appointments for executives
• Prepare and edit correspondence, reports, presentations, and other documents
• Support various operational areas of the company with clerical tasks to include maintaining personnel files in compliance with applicable legal requirements.
• Complete I-9 Verifications for new hires
• Coordinate with outside consultants to ensure tasks are tracked and completed in a timely manner
• Coordinate and manage special projects as assigned, including research and data collection.
• Maintain confidentiality in all aspects of staff and company information
• Answer and direct phone calls, emails, and inquiries in a professional manner
• Maintain filing systems, both physical and digital, ensuring easy access to records
• Arrange travel and accommodation(s) for executives, as needed
• Prepare agendas and take minutes during meetings
• Day-to-day inventory life-cycle management, including but not limited to shipping, receiving, distribution, and documentation
• Retrieval and distribution of mail and packages
• General supply vendor management
• Ensure the office environment is clean, organized, and conducive to productivity.
• Manage office supplies and inventory
• Plan and organize company meetings and training sessions as requested by executives.
  
• Coordinate events for company including tradeshows, community involvement, and company-sponsored events
• Accept deliveries, greet/meet guests and register per requirements, ensuring professional experiences
• Coordinate communication between the office and external stakeholders, as needed/requested by executives
• Assist in the management of social media accounts to represent the company brand.
• Other duties as assigned.

Required Qualifications:

• High School Diploma or equivalent
• 5+ years of administrative, office management experience
• Self-starter with initiative,forwardthinking, and proactive problem-solving skills
• Ability to pick up tasks quickly and on the fly.
• Skills in database management, data analysis and record keeping
• Excellent verbal, analytical, interpersonal, organizational, and written communication skills
• Ability to prioritize multiple tasks seamlessly.
• Ability to handle confidential information with a high level of professionalism and discretion.
• Ability to meet deadlines and achieve high-performance goals.
• Meticulous attention to detail and accuracy.
• Strong problem-solving abilities and proactive attitude.

Desired Qualifications:

Associate or bachelor's degree in business administration or a related field
Experience working with busy executives.

Problem-Solving: Ability to anticipate and resolve issues efficiently
Attention to Detail: Ensures accuracy in all administrative tasks
Interpersonal Skills: Builds positive relationships with staff, clients, and vendors
Adaptability: Thrives in a fast-paced environment and handles change effectively

Special Requirements:

• Must be a U.S. citizen.
• Must possess a valid driver's license.

GaN Corporation is an Equal Opportunity Employer. We are pleased to consider all qualified applicants for employment without regard to race, color, gender, sexual orientation, gender identity, religion, national origin, age, marital status, veteran status, disability, genetic information, or any other legally protected classifications. GaN Corporation participates in E-Verify.