HWS: Administrative Assistant

Upwork ($UPWK) is the world’s work marketplace. We serve everyone from one-person startups to over 30% of the Fortune 100 with a powerful, trust-driven platform that enables companies and talent to work together in new ways that unlock their potential.

Last year, more than $3.3 billion of work was done through Upwork by skilled professionals who are gaining more control by finding work they are passionate about and innovating their careers.

This is an engagement through Upwork’s Hybrid Workforce Solutions (HWS) Team. Our Hybrid Workforce Solutions Team is a global group of professionals that support Upwork’s business. Our HWS team members are located all over the world.

We are looking for a full time Administrative Assistant supporting 3 leaders within our Legal Team. You will partner closely with the Legal Program Manager as well as the broader Upwork Admin Team. We’re a distributed and growing team who work together to support the organization.

Work/Project Scope:

• Manage and advocate on behalf of the executives through strategic time management, streamlined communications, and action accountability to ensure the highest functioning team dynamics within the department for securing company success.
• Extensive calendar management that requires prioritization of multiple calendars and effective communication across various internal and external stakeholders.
• Organize travel (international and domestic) through Egencia.
• Create and reconcile expense reports via Concur.
• Assist Legal Program Manager with team events & offsites.
• Manage team’s birthdays and anniversaries. Research and purchase gifts for team members.
• Build agendas, create presentations, take meeting minutes, and follow up on action items.
• Onboard new legal vendors, assist the Legal Program Manager with purchase orders via Coupa; and monitor invoices and payments.
• Serve as culture carrier for the team, proactively finding ways to keep team members engaged.
• Handle sensitive information in a confidential manner.
• Assist with ad-hoc projects as needed.

Must Haves (Required Skills):

• Proven experience in an Administrative Assistant role supporting VPs and above
• Experience supporting multiple executives
• Experience with all G-Suite applications, Zoom, Concur (Egencia, Coupa a plus - not a requirement)
• Excellent written and oral communication skills
• Be proactive, accountable, with proven dedication to push things forward
• Ability to anticipate executives’ needs, and troubleshoot issues in a calm and effective manner
• Excellent attention to detail and timely follow-up
• Demonstrated ability to prioritize workload under competing deadlines and pivot to changing priorities in a fast-paced environment
• Able to work 40hrs a week during PDT or CST timezone, as defined by the executive’s working schedule
• Experience supporting a legal department is preferred, but not required

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