Administrative Assistant - Law Division

At U.S. Bank, we’re on a journey to do our best. Helping the customers and businesses we serve to make better and smarter financial decisions and enabling the communities we support to grow and succeed. We believe it takes all of us to bring our shared ambition to life, and each person is unique in their potential. A career with U.S. Bank gives you a wide, ever-growing range of opportunities to discover what makes you thrive at every stage of your career. Try new things, learn new skills and discover what you excel at—all from Day One.

Job Description

U.S. Bank is seeking an experienced administrative assistant to handle duties within the corporate law division. We are looking for an individual who can work independently but collaboratively in a fast-paced and collegial team environment. Responsibilities will include:

• Manage complex senior leader calendar, schedule and prioritize meetings, coordinate travel arrangements.
• Coordinate activities and workflows across multiple matters and projects to ensure deadlines, action items, and deliverables are completed in a timely manner
• Partner and work closely with individuals/teams to create presentations and reports in a variety of formats and for different audiences
• Maintain team planners for required Board and management reporting and investor engagement, monitoring deadlines, and coordinating related meetings as needed
• Input information into centralized database(s), ensuring accuracy, completeness, and timely updates, and provide backup database/intake support
• Process and manage legal invoices and expense reports in a timely and accurate manner
• Monitor shared team Outlook inboxes and assist with responses as needed
• In conjunction with the administrative assistant team, manage incoming and outgoing mail
• Handle highly confidential information and documents with strict discretion, sound judgment, and professionalism
• Organize electronic and physical filing systems, ensuring information is readily accessible; prepare, review, and organize correspondence and documents
• Conduct research and prepare executive summaries and briefing documents
• Anticipate needs, troubleshoot issues, proactively follow up on open items, and help drive work to completion
• Leverage technology and productivity tools to improve efficiency, communication, and workflow management
• Maintain and organize departmental resources, procedures, and reference materials to promote consistency and knowledge sharing
• Support department initiatives and special projects as assigned
• Perform a broad variety of administrative duties, project-support activities, and staff support services as assigned

Basic Qualifications

• High school diploma or equivalent
• Typically five or more years of experience in administrative and support staff activities

PREFERRED SKILLS/EXPERIENCE:

• Organization & Planning: Demonstrate exceptional organization to manage multiple calendars, deadlines, and competing priorities, and to organize work across multiple stakeholders and projects in a fast-paced environment. Must be self-motivated, have the ability to anticipate potential issues, and accurately assess and resolve problems before they escalate.
• Communication Skills: Strong verbal and written communication skills are essential for interacting with team members and stakeholders at all levels of the organization, preparation of presentations, and coordinating meetings. This includes the ability to convey information clearly and professionally.
• Proactive Problem-Solving: The ability to identify issues, think critically, and find effective solutions is crucial, especially when managing complex tasks or dealing with unexpected challenges. Proactively follows up on open items and drives work to completion with minimal supervision.
• Follow-Through & Coordination: Excellent follow-through on projects and assignments requiring coordination among multiple stakeholders, ensuring tasks, deliverables, and deadlines are tracked through completion.
• Interpersonal Skills: Building and maintaining positive, trusted relationships with attorneys, colleagues, and cross-functional teams is important.
• Judgment & Diplomacy: Excellent judgment, tact, and diplomacy in working with internal and external customers to independently handle a wide variety of non-routine situations.
• Time Management: Ability to manage multiple priorities, tasks, and deadlines while maintaining accuracy and responsiveness.
• Adaptability: The ability to adapt to changing priorities and work environments is valuable, especially in a dynamic environment that involves working on various projects, evolving business needs, and new responsibilities.
• Discretion and Confidentiality: Handling highly confidential information with discretion, sound judgment, and professionalism is critical.
• Customer Service Orientation: A focus on providing excellent service to attorneys, colleagues, and other internal and external stakeholders.
• Technical Proficiency: Strong proficiency in Microsoft products (Outlook, Teams, PowerPoint, Word, Excel), AI, and other business tools. Experience with SharePoint, reporting tools, database applications, or matter-management systems is preferred. Effective use of technology platforms to solve problems, communicate, manage projects and adapt to new technologies, with the ability to identify opportunities to improve efficiency and service delivery.
• High school diploma or equivalent, Bachelor’s Degree is preferred.
• 5+ years of experience in administrative and support staff activities; some experience working in the legal industry is preferred.

• Location expectations
  This role requires working from a U.S. Bank location three (3) or more days per week.

If there’s anything we can do to accommodate a disability during any portion of the application or hiring process, please refer to our disability accommodations for applicants.

Benefits:

Our approach to benefits and total rewards considers our team members’ whole selves and what may be needed to thrive in and outside work. That's why our benefits are designed to help you and your family boost your health, protect your financial security and give you peace of mind. Our benefits include the following:

• Healthcare (medical, dental, vision)

• Basic term and optional term life insurance

• Short-term and long-term disability

• Pregnancy disability and parental leave

• 401(k) and employer-funded retirement plan

• Paid vacation (from two to five weeks depending on salary grade and tenure)

• Up to 11 paid holiday opportunities

• Adoption assistance

• Sick and Safe Leave accruals of one hour for every 30 worked, up to 80 hours per calendar year unless otherwise provided by law

Review our full benefits available by employment status here.

U.S. Bank is an equal opportunity employer. We consider all qualified applicants without regard to race, religion, color, sex, national origin, age, sexual orientation, gender identity, disability or veteran status, and other factors protected under applicable law.

E-Verify

U.S. Bank participates in the U.S. Department of Homeland Security E-Verify program in all facilities located in the United States and certain U.S. territories. The E-Verify program is an Internet-based employment eligibility verification system operated by the U.S. Citizenship and Immigration Services. Learn more about the E-Verify program.

The salary range reflects figures based on the primary location, which is listed first. The actual range for the role may differ based on the location of the role. In addition to salary, U.S. Bank offers a comprehensive benefits package, including incentive and recognition programs, equity stock purchase 401(k) contribution and pension (all benefits are subject to eligibility requirements). Pay Range: $24.18 - $32.21

U.S. Bank will consider qualified applicants with arrest or conviction records for employment. U.S. Bank conducts background checks consistent with applicable local laws, including the Los Angeles County Fair Chance Ordinance and the California Fair Chance Act as well as the San Francisco Fair Chance Ordinance. U.S. Bank is subject to, and conducts background checks consistent with the requirements of Section 19 of the Federal Deposit Insurance Act (FDIA). In addition, certain positions may also be subject to the requirements of FINRA, NMLS registration, Reg Z, Reg G, OFAC, the NFA, the FCPA, the Bank Secrecy Act, the SAFE Act, and/or federal guidelines applicable to an agreement, such as those related to ethics, safety, or operational procedures.

Applicants must be able to comply with U.S. Bank policies and procedures including the Code of Ethics and Business Conduct and related workplace conduct and safety policies.

Posting may be closed earlier due to high volume of applicants.