Executive Assistant - Legal

Welcome to Ross Stores, Inc., where our differences make us stronger… At Ross and dd’s, inclusion is a way of life. We care about our Associates and the communities we serve and we value their differences. We are committed to building diverse teams and an inclusive culture. We respect and celebrate the diversity of backgrounds, identities, and ideas of those who work and shop with us. Come join us as we continue our diversity, equality and inclusion journey!

GENERAL PURPOSE:

In addition to providing first-hand support to the SVP-Legal, and acting on in their absences, this individual will be an interactive team member and primary support function in the New York Buying Office Legal Department. Traditional executive level support and administrative duties aside, this individual is responsible for intercepting and resolving or escalating, and tracking all communication directed to this department. This role is also a primary direct contact with senior executives, outside partners, and other business stakeholders. While primarily focused on the administrative and organizational needs of the SVP-Legal, additional responsibilities include (but are not limited to) addressing the overall NYBO-Legal office management needs such as billing, case tracking, and supporting the projects of the team's Vice Presidents as needed.

This role requires regular in-office presence, to engage in in-person team interaction, meetings and collaboration, client support, mentoring, coaching, and/or feedback. However, this role can perform duties effectively using a combination of in-office and remote work.

ESSENTIAL FUNCTIONS:

Executive Support:

• Crafting and closely managing the SVP's calendar and schedule while managing time demands with business priorities

• Screen communications to the SVP and the Department, including telephone calls, e-mail messages, record messages, and mail

• Take appropriate authorized action in the absence of the SVP to ensure that matters requiring attention are referred to the SVP and/or other legal team members in a timely manner

• Act as liaison between other executives and staff in matters involving SVP

• Using independent judgment, channel and facilitate communication from customers and associates to appropriate Legal team members for resolution/assistance (customer complaints, associate inquiries, vendor questions, outside counsel etc.)

• Coordinate travel, including ground transportation, hotel accommodations, itinerary planning, and meeting coordination (onsite and offsite)

• Receive and distribute incoming mail

• Provide document services (copy, fax, and scan)
Project and Office Management:

• Take a contributing role in Legal Department process improvement projects and other key initiatives for the group

• Plan and execute team meetings, off-sites, and other Legal Department events

• Identify, partner with, and solicit information from internal and external partners to complete key initiatives
Document Preparation and File Management:

• Assist with Word, PowerPoint and other MS Office document formatting and preparation

• Facilitate document retention requests and litigation holds

• Produce letters, reports, bulletins, memoranda and e-mail, including material of a confidential nature. Compose correspondence, reports, presentations, organization charts, and rough drafts

• Maintain Legal Library (file updates)

• Maintain records and files related material of a highly confidential nature (i.e. working files, contract files, and department files)



COMPETENCIES:

• Communication

• Analysis and Judgment

• Credibility and Trust

• Results Orientation

• Planning and Organizing

• Discretion/Confidentiality

• Independence

• Time Management

QUALIFICATIONS AND SPECIAL SKILLS REQUIRED:

• Advanced grammar, vocabulary and editing skills with high accuracy and attention to detail.

• Intermediate to Advanced skills in MS Office Suite, specifically: Word, Excel, Outlook, PowerPoint.

• Strong Organizational skills and track record of developing efficiencies related, but not limited, to paper/e-file management, project management, meeting preparation, scheduling/itinerary management and one's day to day office and responsibilities.

• Excellent time management skills, forecasting and demonstrated ability to think ahead.

• Strong sense of urgency with a demonstrated ability to set priorities, manage multiple urgent priorities, adapt to changing priorities, and drive all tasks to completion.

• Proven experience communicating professionally and effectively (both verbally and written) with senior level internal and external contacts.

• Proven ability to think critically, problem solve, and provide a high level of customer service.

• Proven track record of following up, in a timely manner and where appropriate.

• Proven ability to work effectively in teams as well as complete assignments with minimum direction.

• Proven experience working in a fast paced, high-energy, demanding, multi-tasking environment.

• Experience providing administrative and logistical support to a senior level executive.

• Experience with scheduling, travel arrangements, financial reimbursements.

• Knowledge of standard office administrative practices and procedures, including the use of standard office equipment.

• Basic budgeting theories and principles; basic mathematical computations, accounting and record keeping skills.

• College degree preferred.

PHYSICAL REQUIREMENTS/ADA:

Job requires ability to work in an office environment, primarily on a computer.
Requires sitting, standing, walking, hearing, talking on the telephone, attending in-person meetings, typing, and working with paper/files, etc.
Consistent timeliness and regular attendance.
Vision requirements: Ability to see information in print and/or electronically.

SUPERVISORY RESPONSIBILITIES:

None

DISCLAIMER:

This job description is a summary of the primary duties and responsibilities of the job and position. It is not intended to be a comprehensive or all-inclusive listing of duties and responsibilities. Contents are subject to change at management's discretion.

Ross is an equal employment opportunity employer. We consider individuals for employment or promotion according to their skills, abilities and experience. We believe that it is an essential part of the Company's overall commitment to attract, hire and develop a strong, talented and diverse workforce. Ross is committed to complying with all applicable laws prohibiting discrimination based on race, color, religious creed, age, national origin, ancestry, physical, mental or developmental disability, sex (which includes pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), veteran status, military status, marital or registered domestic partnership status, medical condition (including cancer or genetic characteristics), genetic information, gender, gender identity, gender expression, sexual orientation, as well as any other category protected by federal, state or local laws.