Position reports to the Corporate Secretary. Serves as legal administrative assistant and performs and coordinates complex legal administrative and clerical activities for the Corporate Secretary and other attorneys and staff within the Corporate Secretary’s Office. Communicates with PHI’s Board of Directors, senior management and legal department to perform administrative tasks, respond to general inquiries, and to schedule meetings. Prepares for Board Meetings, including notices, minutes and assisting with agendas. Works independently and with others under general direction of department head with little supervision. Operates PC and associated software, which includes word processing, spreadsheet, and presentation / graphics.
Duties & Responsibilities
- Prepares presentations, correspondence, and meeting minutes, under limited supervision
- Coordinates in planning and scheduling of meetings
- Prepares presentations, graphs, charts and coordinates event planning using PC based software
- Updates department records while maintaining confidentiality.
Bachelor's degree in Business or related field or a paralegal degree OR the equivalent combination of education, training, and/or experience.
Experience demonstrating skill performing general office tasks such as:
-editing and creating documents;
-proofreading documents for errors;
-making travel arrangements.
Experience demonstrating skill assisting with the coordination of the Annual Meeting of Shareholders, meetings of the Board of Directors and other meetings as assigned.
Extensive experience demonstrating skill performing the following activities related to meetings of a Board of Directors and Committees of the Board:
-preparing extracts from minutes;
-preparing and sending notices of meetings;
-posting meeting materials via a Company's web based portal;
-assisting in the preparation of agendas (including backup documentation), resolutions, and meeting minutes;
-working with Board members and Senior Executives.
Experience demonstrating skill editing Proxy Statements, Annual Reports, and sending dividend notifications.
Experience demonstrating skill working with sensitive and confidential information.
Experience demonstrating skill performing multiple tasks simultaneously and under time constraints.
Experience demonstrating skill working independently and as part of a team with little supervision.
Extensive experience demonstrating skill creating presentations using PC-based presentation software to include adding graphics, inserting tables, and other similar functions.
Experience demonstrating skill composing memos, letters, and other documents using PC-based word processing and email software.
Experience demonstrating skill using PC-based spreadsheet and database software.
Ability and willingness to work extended and non standard hours as required.
Ability and willingness to perform a second role in accordance with PHI's Emergency Preparedness Guidelines for all employees.
Ability and willingness to travel to various locations as required.
Ability and willingness to work under severe time constraints.
Ability and willingness to maintain a high level of confidentiality.
Must successfully pass the Criminal History Records Check.
Must successfully pass a medical screening to included a drug test.
Experience demonstrating skill performing administrative duties such as:
Experience demonstrating skill coordinating SEC filings and using the EDGAR system and Section 16 software to file SEC documents.
- responding to routine information requests;
- preparing, filing and maintaining documents;
- sorting, distributing, receiving and sending mail and overnight packages.
PHI is an affirmative action, equal opportunity employer with a commitment to diversity.
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