administrative assistant ii - juvenile justice Jobs in Chicago

administrative assistant ii - juvenile justice

administrative assistant iii - civil Jobs in Chicago

administrative assistant iii - civil

executive assistant

executive legal assistant Jobs in Chicago

executive legal assistant

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administrative assistant

Tiffany & Co.

<div>Position Overview - Administrative Assistant, Chicago Office
The Administrative Assistant supports the administrative needs of the Mid-Atlantic Vice President. Specific responsibilities include: calendar management, travel coordination, expense processing, office management and meeting coordination. This role also collaborates with other administrative assistants and members of the Executive Committee.
The Administrative Assistant must be able to think strategically while also being hands-on in overseeing the day-to-day execution of the agreed upon strategy with a focus on clients, people, and brand desirability. They will be open and approachable and will work with both the central team and the local teams in a transparent, united and mutually supportive manner. They must model and champion our core belief; People Make the Difference and our values; Be Creative &amp; Innovative, Deliver Excellence and Cultivate an Entrepreneurial Spirit.&rdquo;
Key Accountabilities
Calendar Management:
<ul><li>Proactively manage daily calendars and resolve scheduling conflicts
</li><li>Prepare and maintain master calendar which includes departmental vacation schedules and travel schedules
</li></ul>Travel Coordination:
<ul><li>Book and prepare comprehensive travel arrangements as needed (flights, hotels, car rentals, reservations)
</li><li>Create travel itineraries
</li><li>Prepare accurate expense reports through ExpenseVisor
</li></ul>Communication:
<ul><li>Communicate and liaise with the team to properly inform calendar and project management
</li><li>Create and compile detailed PowerPoint presentations for Senior management and general meetings
</li></ul>General Administration:
<ul><li>Assist in the logistical preparation for meetings and interviews including reserving conference rooms, ordering meals, liaising with IT, etc.
</li><li>Assist in the organization of files
</li><li>Process invoices through accounts payable / expense visor system
</li><li>Support ad hoc project requests
</li><li>Distribute mail and coordinate shipping with the mailroom
</li><li>Manage external vendors for office maintenance ( schedule janitorial services, electrical and IT services services)
</li><li>Transcribe and share minutes related to team meetings
</li><li>Maintain and order office supplies
</li><li>Receive deliveries and manage outgoing shipments ( label creation and pick up requests)
</li><li>Connect with building management office to report any issue and to arrange routine maintenance ( including fire drills, fire dept. inspections etc.)
</li></ul>Qualifications
Required
<ul><li>4-6 years of previous administrative assistant experience working with high level or multiple executives
</li><li>Advanced Microsoft Office skills with an emphasis on Word, Excel and PowerPoint
</li><li>Must be discrete due to exposure of highly confidential client information
</li><li>Ability to multi task and prioritize workload
</li><li>Must have excellent organizational skills
</li><li>Strong communication skills
</li><li>Ability to work independently
</li><li>Former retail environment experience is preferred
</li><li>Bilingual English and Spanish prefer
</li></ul>Preferred
Bachelor&rsquo;s degree preferred</div>

Administrative Assistant

Cook County State's Attorney's Office

<div>Job Title: Administrative Assistant III (422)
Reports to: Office Manager
Level: Entry (This may vary for internal candidates)
Salary: $53,843
Grade/Step:13E
Location: 50 W Washington/Daley Center. 5th floor
Bureau: Administrative Services
Division/Unit: Civil
Application deadline: December 1, 2025
Primary Function: Provide administrative support to the Assistant State&rsquo;s Attorney&rsquo;s assigned to the Civil Actions Bureau.
Working Environment: Hours: Monday &ndash; Friday 8:30 a.m. to 4:30 p.m.
Physical Requirements:
Light Work: The position requires the ability to stand or walk frequently, often for extended periods. You may need to lift, carry, push, or pull objects weighing up to 20 pounds regularly, and occasionally heavier items. The job may also involve a significant amount of walking or standing relative to sedentary roles.
Duties and Responsibilities:
<ul><li>Draft motions, pleadings, discovery requests, answers to discovery and correspondence letters
</li><li>Prepare documents to be filed electronically
</li><li>E-file appearance, motions, pleadings and other documents</li>
<li>Prepare weekly court call</li>
<li>Prepare weekly reports</li>
<li>Obtain court orders from the Clerk's Portal
</li><li>Update status of cases in case management system</li>
<li>Deliver documents to judges when necessary
</li><li>Pick up and distribute mail</li>
<li>Scan, email, and copy documents</li>
<li>Assist with reception duty as needed</li>
<li>Maintain confidentiality of information and systems</li>
<li>Interact regularly with State&rsquo;s Attorney&rsquo;s Office employees and personnel of outside agencies and law firms</li>
<li>Perform other duties and responsibilities as required</li>
</ul>
Qualifications:
Required:
<ul><li>The candidate must have excellent verbal and written communication skills, excellent organizational skills and the ability to multi-task.</li>
<li>Proficiency in Microsoft Word applications required.
</li></ul>Preferred:
<ul><li>Working knowledge of Share Point and Clerks
</li><li>Typing speed of 50+wpm.</li>
</ul>
Equal Employment Opportunity
EEO Message: The Cook County State&rsquo;s Attorney&rsquo;s Office (CCSAO) is an equal opportunity employer, which seeks to recruit, develop, and retain the most talented people from a diverse candidate pool. The CCSAO does not discriminate on the basis of race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, sexual orientation, gender identity, gender expression, and any other characteristic protected by federal, state, or local law. Upon request, the CCSAO will provide reasonable accommodation for qualified individuals due to a disability or pregnancy. The EEOP report can be found on our website at www.cookcountystatesattorney.org.</div>

Administrative Assistant III - Civil

<div>Job Title: Administrative Assistant II (423)
Reports to: Office Manager/Administrative Supervisor
Level: Entry (This will vary for current staff)
Salary: $50,275
Grade/Step: 12 E
Location: 1100 S. Hamilton
Bureau: Administrative Services
Division/Unit: Juvenile Justice
Application deadline: December 1, 2025
Primary Function: Provide administrative support for Assistant State&rsquo;s Attorneys assigned to the Juvenile Justice Bureau.
Working Environment: Hours: Monday &ndash; Friday 8:30 a.m. to 4:30 p.m.
Physical Requirements:
Light Work: The position requires the ability to stand or walk frequently, often for extended periods. You may need to lift, carry, push, or pull objects weighing up to 20 pounds regularly, and occasionally heavier items. The job may also involve a significant amount of walking or standing relative to sedentary roles.
Duties and Responsibilities:
<ul><li>Pick-up police reports from probation screening and police room</li>
<li>Enter new cases into the case management system (Juvenile Crimes)</li>
<li>Prepare Court file folders</li>
<li>Enter dispositions into case management system (Juvenile Crimes)</li>
<li>Complete background on all non-secure cases</li>
<li>Draft and proofread subpoenas, motions, pen letters, disposition letters, answers, summons, publications and other legal correspondence</li>
<li>File necessary legal documentation with the Clerk&rsquo;s office</li>
<li>Answer phones, file, copy and fax documents</li>
<li>Enter updated information into the case management system (Juvenile Crimes)</li>
<li>File and box closed files</li>
<li>Interact regularly with State&rsquo;s Attorney&rsquo;s Office employees and personnel of outside agencies</li>
<li>Maintain confidentiality of information and systems</li>
<li>Perform other duties and responsibilities as assigned</li>
</ul>
Qualifications:
Required:
<ul><li>The candidate must have excellent verbal and written communication skills, excellent organizational skills, and the ability to multi-task.
</li><li>The candidate must be able to manage a high-volume caseload daily.
</li><li>The candidate must be able to work in a fast-paced environment.
</li><li>Knowledge of Microsoft Word applications.</li>
</ul>
Preferred:
<ul><li>Clerks, SharePoint, and Juvenile CRIMES computer experience.
</li><li>Typing speed of 50+wpm.</li>
</ul>
Equal Employment Opportunity
EEO Message: The Cook County State&rsquo;s Attorney&rsquo;s Office (CCSAO) is an equal opportunity employer, which seeks to recruit, develop, and retain the most talented people from a diverse candidate pool. The CCSAO does not discriminate on the basis of race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, sexual orientation, gender identity, gender expression, and any other characteristic protected by federal, state, or local law. Upon request, the CCSAO will provide reasonable accommodation for qualified individuals due to a disability or pregnancy. The EEOP report can be found on our website at www.cookcountystatesattorney.org.</div>

Administrative Assistant II - Juvenile Justice

<div>Job Title: Administrative Assistant IV (421)
Reports to: Assistant Office Manager
Level: Entry (This will vary for current staff)
Salary: $57,811
Grade/Step: 14E
Location: 2650 S. California/Leighton Courthouse
Bureau: Administrative Services
Division/Unit: Steno
Application deadline: December 1, 2025
Primary Function: Provide administrative support for Assistant State&rsquo;s Attorneys assigned to the Felony Trial Division.
Working Environment: Hours: Monday &ndash; Friday 8:30 a.m. to 4:30 p.m.
Physical Requirements:
Light Work: The position requires the ability to stand or walk frequently, often for extended periods. You may need to lift, carry, push, or pull objects weighing up to 20 pounds regularly, and occasionally heavier items. The job may also involve a significant amount of walking or standing relative to sedentary roles.
Duties and Responsibilities:
<ul><li>Prepare subpoenas, motions, answers and other correspondence as required.</li>
<li>Proofread and sort documents.</li>
<li>Enter and update case information in CRIMES database.</li>
<li>Date stamp documents.</li>
<li>File all necessary paperwork.</li>
<li>Answer phones, copy and fax documents.</li>
<li>File and box disposition files for the Warehouse.</li>
<li>Interacts with State&rsquo;s Attorney&rsquo;s Office employees and personnel of outside agencies.</li>
<li>Maintain confidentiality of information and systems.</li>
<li>Relieve receptionist as needed.</li>
<li>Perform additional duties and responsibilities as assigned.</li>
</ul>
Qualifications:
Required:
<ul><li>The candidate must have excellent verbal and written communication skills, excellent organizational skills, and the ability to multi-task.
</li><li>The candidate must be able to manage a high-volume caseload daily.
</li><li>The candidate must be able to work in a fast-paced environment.
</li><li>Knowledge of Microsoft Word applications.</li>
</ul>
Preferred:
<ul><li>Clerks, SharePoint, and CRIMES computer experience.
</li><li>Typing speed of 50+wpm.</li>
</ul>
Equal Employment Opportunity
EEO Message: The Cook County State&rsquo;s Attorney&rsquo;s Office (CCSAO) is an equal opportunity employer, which seeks to recruit, develop, and retain the most talented people from a diverse candidate pool. The CCSAO does not discriminate on the basis of race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, sexual orientation, gender identity, gender expression, and any other characteristic protected by federal, state, or local law. Upon request, the CCSAO will provide reasonable accommodation for qualified individuals due to a disability or pregnancy. The EEOP report can be found on our website at www.cookcountystatesattorney.org.</div>

Administrative Assistant IV - Felony Trial

<div>Job Title: Administrative Assistant III (420)
Reports to: Assistant Office Manager
Level: Entry (This will vary for current staff)
Salary: $53,843
Grade/Step: 13
Location: 2650 S. California/Leighton Courthouse
Bureau: Administrative Services
Division/Unit: Steno
Application deadline: December 1, 2025
Primary Function: Provide administrative support for Assistant State&rsquo;s Attorneys assigned to the Felony Trial Division.
Working Environment: Hours: Monday &ndash; Friday 8:30 a.m. to 4:30 p.m.
Physical Requirements:
Light Work: The position requires the ability to stand or walk frequently, often for extended periods. You may need to lift, carry, push, or pull objects weighing up to 20 pounds regularly, and occasionally heavier items. The job may also involve a significant amount of walking or standing relative to sedentary roles.
Duties and Responsibilities:
<ul><li>Prepare subpoenas, motions, answers and other correspondence as required.</li>
<li>Proofread and sort documents.</li>
<li>Enter and update case information in CRIMES database.</li>
<li>Date stamp documents.</li>
<li>File all necessary paperwork.</li>
<li>Answer phones, copy and fax documents.</li>
<li>Interacts with State&rsquo;s Attorney&rsquo;s Office employees and personnel of outside agencies.</li>
<li>Maintain confidentiality of information and systems.</li>
<li>Relieve receptionist as needed.</li>
<li>Perform additional duties and responsibilities as assigned.</li>
</ul>
Qualifications:
Required:
<ul><li>The candidate must have excellent verbal and written communication skills, excellent organizational skills, and the ability to multi-task.
</li><li>The candidate must be able to manage a high-volume caseload daily.
</li><li>The candidate must be able to work in a fast-paced environment.
</li><li>Knowledge of Microsoft Word applications.</li>
</ul>
Preferred:
<ul><li>Clerks, SharePoint, and CRIMES computer experience.
</li><li>Typing speed of 50+wpm.</li>
</ul>
Equal Employment Opportunity
EEO Message: The Cook County State&rsquo;s Attorney&rsquo;s Office (CCSAO) is an equal opportunity employer, which seeks to recruit, develop, and retain the most talented people from a diverse candidate pool. The CCSAO does not discriminate on the basis of race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, sexual orientation, gender identity, gender expression, and any other characteristic protected by federal, state, or local law. Upon request, the CCSAO will provide reasonable accommodation for qualified individuals due to a disability or pregnancy. The EEOP report can be found on our website at www.cookcountystatesattorney.org.</div>

Administrative Assistant III - Felony Trial

WinnCompanies

<div>
 WinnCompanies is searching for an
 
 Administrative Assistant
 
 to join our team at
 
 Caroline Hedger Apartments,
 
 a 449-unit senior housing and RAD property located in
 
 Chicago, IL.
 
 
 
 In this role, you will provide support to designated department with daily administrative procedures and special projects. The ideal candidate will also handle front desk phones and in coming traffic of residents and perspective residents.
 
 
 
 Please note that the pay range for this position is $17.00-$18.00 per hour dependent on experience. Additionally, the selected candidate will adhere to the following work schedule: Monday through Friday, from 8:00AM to 5:00PM.
 
 
 
 
 Responsibilities
 
 
 
 <ul>
 <li>
 Provide office support, including: maintaining files, ordering office supplies, handling incoming and outgoing mail, and assisting with overnight shipping.
 </li>
 <li>
 Support team members with accurate, timely expense reports and detailed travel arrangements.
 </li>
 <li>
 Handle mail distribution and assist with document preparation (scanning, emailing, copying, etc.)
 </li>
 <li>
 Manage building access, employee badges, and onboarding support for new team members (both in-office and remote).
 </li>
 <li>
 Obtain work orders from residents and documenting the work orders appropriately.
 </li>
 <li>
 Assist with collecting documentation from residents for recertifications.
 </li>
 <li>
 Assist with department operations, including: creating department check requests, filing paid invoices, preparing organizational charts and presentations, booking meetings and setting up conference rooms.
 </li>
 <li>
 Greet visitors, answer phones, and make sure everyone who walks through our doors feels welcome.
 </li>
 <li>
 Complete special projects as needed.
 
 
 </li>
 </ul>
 
 Requirements
 
 
 
 <ul>
 <li>
 Less than 1 year of relevant work experience.
 </li>
 <li>
 Basic familiarity with computer systems and web-based applications.
 </li>
 <li>
 Strong organizational and multitasking skills.
 </li>
 <li>
 Excellent written and verbal communication skills.
 </li>
 <li>
 Experience with travel coordination and expense reporting.
 </li>
 <li>
 A welcoming, can-do attitude and a professional presence.
 
 
 </li>
 </ul>
 
 Preferred Qualifications
 
 
 
 <ul>
 <li>
 High school diploma or GED equivalent.
 </li>
 <li>
 Proficiency with Microsoft Office Suite (ex. Excel, Word, Outlook, PowerPoint, etc.).
 </li>
 <li>
 Bilingual in English and Hindi/Urdu, Russian or Polish is a plus.
 </li>
 <li>
 Prior knowledge of HUD regulations.
 
 
 </li>
 </ul>
 
 Our Benefits
 
 
 
 Regular full-time US employees are eligible to participate in the following benefits:
 
 
 <ul>
 <li>
 Generous time off policies (including 11 paid holidays (12 for MA employees); Generous Accrued Time Off increasing with years of service; Generous paid sick time; Annual day of service; Floating Holiday)
 </li>
 <li>
 401(k) plan options with a company match
 </li>
 <li>
 Various Comprehensive Medical, Dental, &amp; Vision plan options
 </li>
 <li>
 Flexible Spending Account, Dependent Care Flexible Spending Account, Health Savings Account options with HSA annual employer contribution
 </li>
 <li>
 Long Term Disability and voluntary Short Term Disability; Basic Term Life Insurance and AD&amp;D; optional supplemental life insurance
 </li>
 <li>
 Health Expense Reimbursement program (including gym memberships, equipment, and subscriptions)
 </li>
 <li>
 Tuition Reimbursement program and continuous training and development opportunities
 </li>
 <li>
 Wellbeing program (group challenges, seminars, opportunities to earn points to reduce medical premiums), Employee Assistance Program, &amp; Commuter and Parking Reimbursement options
 </li>
 <li>
 Employee Corporate Discount Programs (Verizon Wireless, Home Depot Pro, Staples, and more!)
 </li>
 <li>
 Flexible and/or Hybrid schedules are available for certain roles
 </li>
 <li>
 Employee Relief Program supporting employees with unexpected hardships that place undue financial stress on them and their families
 </li>
 <li>
 To learn more, visit winnbenefits.com
 
 
 </li>
 </ul>
 
 Why WinnCompanies?
 
 
 
 
 
 A job you can be proud of
 
 
 
 :
 
 WinnCompanies is a nationally recognized leader in apartment community management and development. Our team members are committed to helping people in the communities we serve and making a positive difference in their lives.
 
 
 
 
 A job that challenges you
 
 
 
 :
 
 Our employees are responsible for our growth and success, and we challenge our team members to always be their best in our fast-paced, dynamic and rewarding workplace.
 
 
 
 
 A job you can learn from
 
 
 
 :
 
 We offer multi-faceted leadership and learning opportunities to support our team members&rsquo; career growth and professional development.
 
 
 
 
 A team that cares
 
 
 
 :
 
 We value teamwork, innovation, diversity and mutual respect. Through our recognition and rewards programs, we&rsquo;re committed to celebrating and uplifting our team members.
 
 
 
 About Us
 
 
 
 WinnCompanies is a mission-driven, national business focused on building and operating top quality affordable housing communities for individuals and families of all incomes, including members of the U.S. Armed Forces and their families. Our people are the source of our success &ndash; 4,300+ team members working together to create the best possible living communities in 27 states, Washington, D.C., and Puerto Rico.
 
 
 Whether your skills are in operations, maintenance, leasing, compliance, marketing, IT, HR, accounting or finance, there&rsquo;s a role for you at WinnCompanies. Your passion for excellence can help us make a positive impact in the lives of real people every day.
 
 
 If you are a California Resident, please see our Notice of Collection here.
 
 
 Salary will vary based on job responsibilities and scope, geographic location, candidate&rsquo;s relevant experience, and other factors.
 
 
 
 Current Winn employees should apply through this internal link.
 
</div>

Administrative Assistant (Caroline Hedger Apartments)

Nicolaides Fink Thorpe Michaelides Sullivan LLP

CHICAGO OFFICE EXECUTIVE LEGAL ASSISTANTNicolaides Fink Thorpe Michaelides Sullivan LLP is seeking an Executive Legal Assistant with 6+ years of executive legal assistant experience to join our growing Chicago office and become an integral part of the firm's administrative and legal support team. This position performs a broad range of executive, administrative, and legal support duties, while demonstrating the ability to exercise good judgment and discretion, multi-task, and meet deadlines.Ideal candidates are self-starters who can work independently and as part of a team, are highly organized, and detail oriented. Demonstrated advanced proficiency with Microsoft Word, Outlook, Excel, PowerPoint, and Adobe Acrobat is required.Initially the new hire will be asked to work in the office Monday through Friday, but once the tasks and responsibilities are learned, a hybrid schedule will be possible. Four days in the office and one day remote. This is a non-exempt role, with eligibility for overtime, as needed.This is an exceptional opportunity to join a dynamic, stimulating, collaborative, and highly dedicated work environment built on collegiality and respect. We offer competitive salaries and benefits, including: medical, dental, vision, life, short-term and long-term disability. Employees are also eligible to enroll in the 401(K) Profit Sharing Plan, which includes employer contributions. The firm is committed to opportunities for advancement, professional development, and creating a culture of diversity, employee wellness, and community service.Minimum starting salary of $46/hour ($83,500 annually), based on a 35-hour per week schedule; final compensation will be based on experience and expertise, with potential for annual performance-based raises and discretionary bonuses.Primary Duties and Responsibilities include, but are not limited to:<ul><li>Provide high level of support to executive-level partner and Chief Executive Officer</li><li>Work closely with Managing Partner on firm Executive Committee administrative matters</li><li>Support Regional Office Administrator, attorneys, and staff on high priority projects;</li><li>Uphold a strict level of discretion</li><li>Draft, proofread, and prepare communications, presentations, and reports, including confidential or sensitive information;</li><li>Transcribe dictation;</li><li>Keep executive-level partner&rsquo;s new matter submissions and current matters updated;</li><li>Coordinate travel and meeting arrangements, including hotel and flight reservations, and expense reimbursements, both domestic and international;</li><li>Support event planning for internal and client-facing events, both domestic and international;</li><li>Enter attorney time and correspond with billing partners as needed;</li><li>Respond to internal and client requests in a timely and professional manner;</li><li>Provide administrative support for semester-long law school class, taught by executive-level partner; includes preparing class presentations, coordinating student communications, and all related academic requirements;</li><li>Organize and prepare materials for client meetings, executive meetings, and internal firm events, including PowerPoint presentations, Excel spreadsheets, charts, and multi-page print and digital materials;</li><li>Coordinate annual administrative initiatives for executive-level partner and CEO, including license renewal, gift procurement, and end of year procedures;</li><li>Maintain an organized electronic filing system of all related documents;</li><li>Coordinate special projects and perform other related duties as required to support firm leadership.</li></ul>Knowledge/Skills/Abilities Required:<ul><li>Strong administrative skills and client service focus</li><li>Advanced level proficiency with Microsoft Word, Excel, PowerPoint and Adobe Acrobat, as well as the ability to quickly learn firm-specific programs and software</li><li>Ability to communicate clearly and concisely, both verbally and in writing</li><li>Experience with international travel arrangements and handling expense submissions involving currency conversion for international transactions</li><li>Proactive work style with the ability to communicate in a professional manner with both internal and external contacts</li><li>Self-starter who can work independently and as a part of a team</li><li>Strong attention to detail and excellent proofreading skills</li><li>Exceptional interpersonal skills, friendly and professional image and demeanor</li><li>Sound judgment and a strong commitment to maintaining confidentiality and handling sensitive information with discretion</li><li>Ability to prioritize and manage multiple assignments under time pressure</li><li>Ability to take initiative and follow through on projects</li><li>Ability to perform at high levels and successfully adapt to changing priorities and working demands</li><li>Flexibility with schedule</li></ul>Education/Experience/Certifications:<ul><li>Minimum AA degree; Bachelor&rsquo;s degree preferred;</li><li>6+ years of increasingly responsible legal administrative experience supporting executives or firm leadership in a fast-paced, professional environment;</li><li>3-5 years of legal assistant experience in a law firm.</li></ul>Qualified candidates are asked to submit a resume and cover letter summarizing your work history at https://airtable.com/appzpuZr5j8902OLa/shrVhrdQw8mWYJeNk. No phone calls or agencies, please.Nicolaides Fink Thorpe Michaelides Sullivan LLP is an Equal Opportunity Employer M/F/D/V. We support and encourage workforce diversity. We do not discriminate on the basis of race, color, gender, religion, age, national origin, sexual orientation, or disability in any of our recruitment, hiring, or placement processes. NOTICE TO LEGAL SEARCH FIRMS: Nicolaides Fink Thorpe Michaelides Sullivan LLP does not accept applications or resumes from placement or search agencies. There are no exceptions to this policy, no contract will be formed, and no placement fee will be paid with respect to any resume submitted to the Firm by an agency. Resumes received by agencies will be immediately discarded.Job Type: Full-timePay: From $46.00 per hourExpected hours: 35 per weekBenefits:<ul><li>401(k)</li><li>Dental insurance</li><li>Flexible spending account</li><li>Health insurance</li><li>Health savings account</li><li>Life insurance</li><li>Paid time off</li><li>Vision insurance</li></ul>Work Location: In person

Executive Legal Assistant

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