At the Allegheny County Airport Authority, it is our vision to reflect and serve the community, inspire the industry, and advance the region’s role as a world leader. We look for talented people who are uniquely qualified to serve our mission of becoming a global aviation leader, driving innovation, regional growth and prosperity.
Under the direct supervision of the SVP, Legal Affairs/General Counsel, responsible for providing administrative and supportive duties associated with all aspects of legal and governance processes, including research, document preparation, and Board Meeting preparatory duties and tasks.
At the ACAA we all have a role in the ambitious transformation of becoming a smarter airport that will enhance the passenger experience and deliver on our mission of being a global aviation leader. Here is how the Legal Secretary role will help:
- Act as the first point of contact for the Legal Department.
- Arrange and coordinate meetings, prepare agendas, reserve and prepare meeting rooms, and record and transcribe meeting summaries, as may be required.
- Answer department head telephone calls and arrange conference calls.
- Maintain Legal Department documents by establishing and organizing files, uploading/updating documents, and retrieving documents and files in the electronic document management system.
- Assist with processing and tracking ACAA agreements, documents, administrative actions, authorizations, insurance and security documents through the internal routing process for approval and review.
- Coordinate and schedule the ACAA board meetings, agenda review meeting, and board preparation meetings; send out calendar invites to the Senior and Department Leadership teams and board members.
- Publish and post board agendas to appropriate locations.
- Create detailed spreadsheets and presentations
- Assist and advise ACAA personnel on proper procedures for the coordination, attainment, preparation and execution of agreements with the ACAA.
- Prepare outgoing mail and correspondence, including e-mail and faxes and express overnight mail.
- Order and maintain supplies and arrange for equipment maintenance.
- Handle the coordination and scheduling of the document destruction vendor.
- Prepare invoice coversheets, submit invoices for payment, and maintain records of invoice submissions.
- Receive, record, file, and track security deposit document.
- Perform other related tasks as assigned or required.
Our culture is innovative and customer centric. We are a learning and performance culture where how we accomplish our priorities is equally important as what we accomplish. The successful candidate in the Legal Secretary role will exhibit the following key competencies:
- Communication - Proactively conveys a clear, convincing, and timely message; communicates effectively using two-way communication through strong verbal, written, and listening skills.
- Strategic Thinking - Thinks “big picture”; Forward thinking and adept at seeing future outcomes and results; Commits to a course of action to accomplish individual, team and organizational goals.
- Team Builder - Recognizes the value of teamwork and being an effective contributor to the team that drives desired results.
- Customer Centricity - Aware of customer needs and the prioritization of our customers both internally and externally; Makes decisions with customer in mind; and Builds strong customer relationships.
The successful candidate in the Legal Secretary role will exhibit the following knowledge, skills and abilities.
- Proficient in Microsoft Office applications including Word, Excel, PowerPoint and Adobe Reader.
- Strong attention to detail and ability to multi-task in a fast-paced work environment.
- Considerable ability to be organized, timely, and maintain confidentiality.
- Knowledge of Legal processes and procedures.
- Ability to maintain complex documents and electronic document management system.
- Ability to converse directly with lawyers, clerical personnel, clients, and commercial vendors.
The minimum requirements needed to qualify for the Legal Secretary role are:
- Bachelor’s degree from an accredited college or university in legal studies, paralegal studies, business administration, public administration or a related field.
- Four years related experience as a legal secretary or paralegal.
- Two years related experience in board preparations, board meetings, and board note taking.
- Legal secretarial certification a plus.
- Notary certification required within 90 days of employment and
- Possess or obtain prior to employment a valid Pennsylvania Class C driver’s license. Note: license must be maintained throughout employment.