Litigation Executive Assistant

About the position

GEICO is seeking a highly skilled, motivated, and detail-oriented individual to serve as a Litigation Executive Assistant to the Head of Staff Counsel and other Staff Counsel leadership team. This position provides a broad range of administrative and requires excellent communication and task management skills, as well as interacting confidentially with all levels of leadership. There is also an expectation of strong technical skills, including MS Word, Excel, and PowerPoint. The selected candidate thrives in a fast-paced work environment with high expectations, significantly diverse assignments, and collaborative/team settings across all levels.

Responsibilities

• Calendar management and resolution of scheduling conflicts.
• Scheduling meetings, including video conference calls.
• Interact and act as a liaison with business clients, business partners, outside counsel, internal and external office staff, or vendors.
• Work with leadership team regarding CLE courses for the department.
• Draft, edit, track changes/redline, and/or proofread communications and legal documents.
• Create and update organizational charts, compare document versions, print/copy/scan, and use document management system to create/maintain business value documents.
• Create, edit, and update simple lists or tables utilizing provided data, format spreadsheets, and organize data.
• Process expense reports according to company policy, route/process invoices, and process check requests.
• Manage intake and routing of special processes or requests including those received via shared email boxes or SharePoint sites.
• Distribute and scan incoming mail, process outgoing mail, faxes, express mail.
• Prepare meeting agendas, materials, presentations.
• Coordinate reservations for meeting space, equipment needs, and catering.
• Support conference event planning.
• Place orders for supplies, business cards, and maintain supply rooms.
• Create, edit, and update PowerPoint presentations and create simple visual presentations such as charts and graphs.
• Maintain accurate and organized physical and electronic files in accordance with policies and procedures.
• Make travel arrangements, adjustments as needed, create itineraries, and coordinate ground transportation.
• 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.
• Other Administrative ad hoc projects.

Requirements

• Position requires a minimum of 4 years’ experience as a legal secretary, paralegal or legal assistant handling personal injury litigation matters.
• Must be able to, with or without accommodation, perform the essential functions which include, but are not limited to seeing, hearing, typing and speaking.
• Work activities involve combinations of sitting, walking, kneeling, climbing, pulling, bending, lifting, carrying and standing for extended periods.
• Must be able to follow complex instructions, resolve conflicts or facilitate conflict resolution, and have strong organization/priority setting skills.
• Must be able to multi-task.
• Must be able to learn and apply large amounts of technical and procedural information.
• Must be able to communicate effectively verbally and in writing.
• Based on jurisdiction, may need to obtain and maintain a notary license.
• Must have the ability to type at least 40 words per minute.

Nice-to-haves

• Previous experience supporting senior leaders on a legal team/department.
• Previous experience in the insurance industry.

Benefits

• Premier Medical, Dental and Vision Insurance with no waiting period.
• Paid Vacation, Sick and Parental Leave.
• 401(k) Plan.
• Tuition Assistance.
• Paid Training and Licensures.