Executive Assistant
Graphic Packaging International, Inc. (NYSE:GPK), is a premier paperboard packaging company serving the food, beverage and consumer product markets. We also are a leading producer of labels, bags and specialty packaging. Our packaging is used everyday by many of the world’s best-known brands and our growing markets include microwave packaging, heat-transfer labels and sustainable packaging.
We believe that our vision -- to provide packaging solutions that improve the world in which we live -- can be achieved by delivering true value to our customers, building a high performance culture for our employees, creating superior returns for our shareholders, and by being an environmentally responsible leader in our industry and in the communities in which we operate.
Headquartered near Atlanta, Georgia, in the U.S., Graphic Packaging has over 15,000 employees working in more than 60 locations in North and South America, Europe and Asia. We are committed to workplace diversity and offer compensation and benefit programs that are among the best in the industry to reward the talented people who make our company successful. We invite you to review the following employment opportunity and to learn more about us at www.graphicpkg.com.
We offer compensation and benefit programs that are among the best in the industry. With competitive base salaries, 401(k) plans and benefit offerings, we strive to reward talented people who make our company successful.
MISSION:
This position is responsible for providing highly diversified administrative support to the SVP, General Counsel and Secretary as well as the Senior Legal Specialist. In addition, this position is responsible for the Board of Directors Secure Website, the Law Department Intranet Site, coding of invoices for payment of legal fees and entry into SAP for processing and handling service of process including entry of litigation updates on the CSC web-based litigation management system. This position is also asked to perform various filing, copying and other administrative duties that support the entire Law Department including handling phones and mail.
POSITION RESPONSIBILITIES:
• Support the SVP, General Counsel and Secretary as well as the Sr Legal Specialist with a variety of complex administrative duties involving exposure to proprietary information, frequent interaction with the BOD, GPHC senior management, outside counsel and management at all domestic and foreign locations. Utilize independent judgment, determining when to act on behalf of attorneys and Sr Legal Specialist and when to refer problems for personal attention.
• Administration and maintenance of the GPHC BOD Secure Website, mailing lists and contact information, in addition to the preparation and distribution of advance materials for BOD and Committee meetings including the transcription of minutes for the Board and Committee meetings, as well as Board compensation and expense reimbursement under the direction of the Sr Legal Specialist.
• Manage the calendars of the SVP, GC and Secretary and Sr Legal Specialist responding to requests for appointments and rescheduling when necessary.
• Make appointments, domestic and international travel arrangements, assemble information and prepare materials including itineraries. Advise Sr Legal Specialist of problems arising during any attorney’s absence.
• Draft and type letters, memos, other misc. documents and various reports requiring knowledge of methods, procedures, policies and organization for appropriate review and signature. This material may require familiarity with commonly used legal, business and technical terms.
• Answer phone with several lines; place, screen and refer calls to appropriate personnel; take messages. Respond to highly diversified inquiries from members of Company management and BOD, employees, outside counsel and the general public. Provide courteous and efficient responses to phone inquiries determining from experience and training the limitations on the extent and type of information which may be provided.
• Manage the accurate filing of expense reports and statements utilizing the Concur system for Law Department, as required.
• Open and screen incoming mail and faxes for SVP/GC and Sr Legal Specialist. Categorize and prioritize responses as needed. Use initiative to prepare responses for signature and to assemble background information from many sources. Summarize lengthy correspondence, highlighting key sentences and topics. Follow up to ensure that proper and timely action is taken.
• Must display good judgment and discretion in analyzing various types of information and make decisions as to its dissemination.
• Input data and open and maintain accurate files in FileMakerPro database for Stockholder/BOD individual files, meeting materials and minutes, compensation and subsidiary files. Filing systems include hard copy, computer disk and network systems. Ensure filings are in proper format and filed in a timely manner. Provide information from files as requested. Manage files pursuant to the Company’s Record Retention Program including preparing files for offsite storage. All filing must be maintained up to date on a weekly basis.
• Input data and open and maintain accurate files in FileMakerPro database for other files as directed by General Counsel and Sr Legal Specialist.
• Make preparations for meetings including scheduling conference space required, facilitating food and drink, arranging travel and ground transportation, etc. as directed by Sr Legal Specialist.
• Maintain comprehensive understanding of department policies, procedures and department members’ methods of operation to effectively and efficiently conduct duties and responsibilities. Set priorities independently. Often is the point person for department requests for information, requiring knowledge of the people and roles in the organization.
• Handle Service of Process including maintaining litigation management system using CSC’s web-based litigation management program, generate appropriate reports on a quarterly basis or as required, under direction of the Sr. Legal Specialist. All information within litigation management system must be maintained as current on a weekly basis.
• Maintain Law Department link on the Company’s Intranet Site including current policies and procedures, and other information as required such that the site is a current resource for the Company.
• Review, audit and code invoices for legal services, enter into SAP for processing and generate reports, as required.
• Order department office supplies and equipment and arrange for repair/maintenance as required.
POSITION QUALIFICATIONS:
• Minimum - High School graduate. Associate or Bachelors degree preferred. Paralegal certificate a plus.
• Minimum 5 years progressive administrative support experience required. 7+ years of experience preferred. Legal administrative experience a plus.
• Excellent grammar, writing and proofreading skills as well as attention to detail is a must.
• Experience supporting an in house General Counsel, preferred.
• Proven ability to display good judgment, maintain professionalism and manage multiple priorities in a high paced environment.
Graphic Packaging is proud to be an Equal Opportunity Employer, committed to workplace diversity. All qualified applicants will receive consideration for employment without regard to race, national origin, gender, age, religion, disability, sexual orientation, veteran status or marital status.