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Administrative Assistant – Legal Department

Our Company

At FirstBank PR, we strive to be a trusted advisor to our clients and our employees are the ones that ensure we deliver on our promise of excellence in personalized customer service. Our more than 3,100 employees in Puerto Rico, the Virgin Islands and Florida share a passion for excellent customer service. We are proud of our team because they are continuously surpassing our client’s expectations.

Do you have a passion for helping customers, building relationships, and delivering extraordinary, personalized customer service? If your answer is yes, FirstBank is the number one place for you.

A Brief Overview

The Administrative Assistant provides essential support to legal professionals by managing administrative tasks, ensuring efficient operation of the department and maintaining confidentiality of sensitive information. The Administrative Assistant will assist the attorneys and legal staff in day-to-day administrative operations, ensuring efficient handling of bankruptcy matters under Chapter 7 and 13. This role requires strong communication skills, discretion, and the ability to work in a fast-paced, deadline-driven environment. Accountable for adhering to the Bank’s BSA, AML and Office of Foreign Asset Control (OFCA) applicable policies. Employee must follow specific unit procedures developed in compliance with the policies. Employee is also responsible for reporting any suspicious activity and/or transactions in accordance with the Bank’s processes and comply with any mandatory BSA, AML and OFAC training assigned.

What You’ll Need to Succeed

• Performs clerical and administrative support to attorneys and paralegals in the Department.

• Answers the daily phone calls of the Department, and transfers when appropriate, maintaining and appropriate service level.

• Coordinates unit calendars, meetings and conference calls with internal and external clients as needed.

• Attends visitors and other staff maintaining an appropriate service level.

• Disseminates information by phone call making, mail services, and electronic mailing in compliance with the corporation guidelines and procedures.

• Organize, file and retrieve legal documents, ensuring accuracy and compliance with departmental standards.

• Maintain case files updated.

• Transcribes (Spanish and English) letters, memos, electronic mails, proposals, reports, and other related documents, reviewing submitted materials and documents for format, content and grammar. Draft, proofread, and edit legal correspondence.

• Communicate effectively with clients, legal professional court personnel and other internal departments, as to guarantee the services needed for the Department’s operation.

• Manage calendar for the legal professionals, including the court and administrative hearings.

• Handle general office duties such as answering phones, managing correspondence, emails and maintaining office supplies. Manage outgoing correspondence, ensuring timely and accurate delivery.

• Provide professional and courteous service to clients, addressing their inquiries and directing them to appropriate resources.

• Manages and maintains office supplies inventory, equipment, business forms, and other resources for the Department/Unit; also prepares purchase requisitions as needed.

• Manage the request for appraisals.

• Track cases status and follow up on missing or outstanding items.

• Review the status of the payments.

• Maintain confidentiality and ensure compliance with legal and ethical standards.

• Perform other duties as assigned.

Competencies

• Functional Competencies Familiarity with various legal documents such as contracts, pleading, briefs and orders.

• Knowledge of standard office practices and administrative procedures.

• Ability to manage files, schedules and tasks efficiently.

• Proficiency in both written and verbal communication, including drafting and editing documents.

• Strong organizational, communication, and technical skills. Proficiency in using office software (e.g. Microsoft Office Suite).

• Capability to prioritize tasks and manage multiple deadlines effectively.

• Ability to interact professionally with clients, legal professional and court personnel.

• Ability to handle sensitive information with discretion.

What You’ll Need

• Bachelor’s degree in Secretarial Sciences or the equivalent combination of Education and Experience needed to be able to perform the functions of this job.

• Minimum of five (5) years of clerical or administrative/managerial work experience. Is also preferred experience in Law Firms, Banking or In-House Legal Departments as Administrative Assistant.

• The incumbent must have at least one year of experience in a similar position in an office environment

• Should be fully bilingual.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, skills required of personnel so classified. The reporting relationship may not reflect the most recent changes to the corporate reporting structure.

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