Executive Administrator (Sr Legal Asst , Word Processor) (Hybrid - PA)

at  Air Products

At Air Products, our purpose is to bring people together to reimagine what’s possible, collaborate and innovate solutions to the world’s most significant energy and environmental sustainability challenges. Grow with us as we embark on building tomorrow together by being the safest, most diverse and most profitable industrial gas company in the world.

REIMAGINE WHAT’S POSSIBLE

Air Products is seeking an Executive Administrator / Senior Legal Assistant / Word Processing Specialist to provide executive administrative support to the Corporate Secretary’s Office (CSO) generally and the VP, General Counsel Americas and Assistant Corporate Secretary specifically. The selected individual will also serve as a back-up Executive Assistant for the EVP General Counsel. The position is hybrid (3 days in office & 2 days wfh) based at our global headquarters in Allentown, PA. Occasional overnight or weekly travel and able to travel international travel required for Board meetings (ex: a couple times a year).
We are seeking someone who is very efficient and organized, an energetic self-starter who is able to work independently, a flexible team member committed to going above and beyond to get the job done well and someone with the ability to handle multiple tasks in a very fast paced environment. This position requires the highest level of professionalism, discretion, integrity, confidentiality and attention to detail.
The selected individual will need to have advanced proficiency and be an agile word processor with duties to include creating and editing with multiple revisions to confidential legal documents (ex: clean/consistent formatting, taking one document and adding that to another document as an exhibit, fixing formatting like foot notes, and headers), PowerPoint presentations, charts, etc., with perfect execution. Note: Basic Word Processing Test will be administered as part of the interview process.

Qualifications / Requirements:

• Minimum of 5 years of experience supporting partners and/or senior executives.
• College Degree.
• Outstanding verbal and written communication skills as well as relationship management skills.
• Advanced proficiency in Microsoft Office Suite Products, SharePoint, and ability to quickly learn and master systems. Exceptional word processing skills.
• Able to work long and unconventional hours whenever needed, especially when critical deadlines need to be met (i.e., Board posting weeks, Board weeks, etc.).
• Team player with the ability to anticipate needs in a fast-paced environment. Solutions oriented. Positive demeanor and willing to take on new opportunities and embrace work with a sense of ownership, energy and urgency.
• Able to quickly and proactively step in and handle challenging situations. Works with a strong sense of personal accountability and urgency.
• Ability to make decisions, prioritize workload, and multi-task. Ability to drive responsibilities through to their completion.
• Extensive experience coordinating executive international travel details and the willingness to promptly respond to off-hour travel needs. Knowledgeable of TRAVISA, passport, and VISA procedures. Also, have a US Passport.
• Integrity is a vital part of the Air Products’ culture, and employees are expected to uphold the highest ethical standards and communicate across all channels with respect and honesty as well as being able to be discrete about confidential matters

DUTIES IN THE CORPORATE SECRETARY’S OFFICE INCLUDE, BUT ARE NOT LIMITED TO:

• Managing Directors Desk System, which includes creating meeting agenda, loading and proofing materials, problem resolution, managing document libraries
• Working in a share site with the CSO team and having effective document/version control with many editors, running compares and handling formatting issues
• Preparing all related books for Board meetings
• Preparing final Board and Committee minutes for signature
• Assisting with Annual Shareholder meeting and with meeting preparation
• Tracking/Filing of Original Company Contracts
• Managing CSO billing and fax to mail inbox

DUTIES IN THE COMMERCIAL / TRANSACTIONAL ATTORNEY AREA INCLUDE, BUT ARE NOT LIMITED TO:

• Word processing support – converting documents, running compares, handling formatting issues
• Owning the Law and CSO share sites, granting and removing permissions to sites, keeping all content current, creating libraries to house documents
• Scheduling meetings, arranging travel, processing expense reports, ordering supplies, ordering laptops, managing Workday tasks, etc.
• Using the Legal Tracker System to create and close matters, to process invoices, approve invoices, etc.
• Collecting information and preparing various reports
• Tracking trainings and HR deliverables for the Commercial legal team

Qualifications / Requirements:

• Minimum of 5 years of experience supporting partners and/or senior executives.
• College Degree.
• Outstanding verbal and written communication skills as well as relationship management skills.
• Advanced proficiency in Microsoft Office Suite Products, SharePoint, and ability to quickly learn and master systems. Exceptional word processing skills.
• Able to work long and unconventional hours whenever needed, especially when critical deadlines need to be met (i.e., Board posting weeks, Board weeks, etc.).
• Team player with the ability to anticipate needs in a fast-paced environment. Solutions oriented. Positive demeanor and willing to take on new opportunities and embrace work with a sense of ownership, energy and urgency.
• Able to quickly and proactively step in and handle challenging situations. Works with a strong sense of personal accountability and urgency.
• Ability to make decisions, prioritize workload, and multi-task. Ability to drive responsibilities through to their completion.
• Extensive experience coordinating executive international travel details and the willingness to promptly respond to off-hour travel needs. Knowledgeable of TRAVISA, passport, and VISA procedures. Also, have a US Passport.
• Integrity is a vital part of the Air Products’ culture, and employees are expected to uphold the highest ethical standards and communicate across all channels with respect and honesty as well as being able to be discrete about confidential matters.