Legal Administrative & Operations Project Specialist (Hybrid – Chicago, IL)

Job description

At Allstate, great things happen when our people work together to protect families and their belongings from life’s uncertainties. And for more than 90 years, our innovative drive has kept us a step ahead of our customers’ evolving needs. From advocating for seat belts, air bags and graduated driving laws, to being an industry leader in pricing sophistication, telematics, and, more recently, device and identity protection. Job Description The Project & Program Management Consultant role is responsible for a broad-based, cross-functional operations and administrative support for Business Law (BL) within Law and Regulation. This role serves dual functions, providing both direct operations support to the Technology & Commercial Counseling team for specific needs typically related to contract workflows, as well as providing administrative matrixed support with other operations professionals across the department for common needs. Key Responsibilities: Lead operations and administrative support for Technology & Commercial Counseling team in Business Law . Responsibilities may vary, but generally include: Assists with intake of new matters; gather and enter new matter data and upload new documents, generate forms from templates Gathers and distribute documents and information for attorney/paralegal analysis Summarize relevant research and legal and business issues, including research and fact gathering Propose and contribute to project milestones associated with specific projects or activities by applying his or her own professional expertise and prioritizing appropriately Set project timeframes for self and team members based on project objectives and ongoing assignments and track against project plans and milestones to drive deliverables Assist with collection of data and background materials for decks, presentation materials, and reporting, including in some cases preparing periodic reports for subject matter specific to assigned functional area Provide in person and virtual meeting planning and support, including agenda creation, scheduling, serving as meeting moderator, and appropriate follow-up on meeting action items Provide administrative support for functional area leaders, including printing, correspondence management, calendar management, notetaking, expense reports and travel arrangements; leverage knowledge of team’s operations when providing this support Word processing and materials support, including proofreading, formatting, PowerPoint support, and liaise with communications team as needed Monitor shared mailboxes owned by assigned functional area and route communications accordingly, including triage of requests and proposing responses for standard requests Support for matter-management and document-management practices of functional area (if any), including intake, opening matters, document organization, and vendor billing and fee arrangements; liaise with Enterprise Implementation team as needed Serve as a point of contact for new team members to acclimate themselves to team/company operations by sharing relevant high-level guidance to Team’s sites, company sites, etc. Collaborate with operations support personnel from other functional areas to coordinate matrixed support for Business Law with comprehensive coverage of operations needs while driving efficiency in department processes that are common across the department functional areas. Department-wide operations needs may include, but are not limited to : Department-wide solutions for document and file management Department goal tracking and progress, including compiling progress reports ahead of department-wide goals meetings Recruiting, onboarding, and offboarding support Manage professional membership rosters and professional licenses (IAPP, bar licenses for attorneys, etc.) Work collaboratively with operations professionals to establish operational objectives, to correctly identify department-wide needs (versus unique needs meriting direct support at functional area) and to coordinate operational tasks to promote efficiencies across functional teams and allocate work fairly among operations professionals Operational communications: new hire/promotion announcements, communication of HR-related dates and deadlines, birthday/anniversary/recognition communications, department town hall support, other general company updates Education and Experience Bachelor’s degree or equivalent experience required Paralegal certificate advantageous, but not required 3+ years’ relevant experience required Functional Skills Strong understanding of core business processes, competitor/industry practices, and purpose of assigned functional area, and desire to deepen technical knowledge in assigned area through exposure and continuous learning Strong understanding of all key areas of department (e.g., technology, contracting) and key processes that we drive, as well as technology that we interface with, and willingness to provide substantive content and support as appropriate Solid verbal and written communication skills with appropriate tailoring to the audience (subject to review by senior colleagues). Ability to adapt communication techniques and way of influencing people based on audience or customer or business partner feedback Ability to identify, analyze, clarify, and resolve complex or ambiguous problems within own assigned functional area Demonstrated ability to work cross-functionally Demonstrated ability to influence change inside and outside the department, and creative problem-solving skills when confronted with barriers to progress Experience with technology required, with intermediate to advanced computer skills (Microsoft 365, Adobe Professional, other web-based applications) preferred Highly organized and detail-oriented with proven track record of identifying, prioritizing, and solving problems effectively. Resourceful and reliable self-starter who maintains a sense of urgency with key deliverables Adapts well to change; able to multi-task in a fast-paced, deadline-driven environment Strong commitment to ethics and integrity; exercises discretion and maintains confidentiality of sensitive information Ability to work in a hybrid work office environment, consisting of least 2 days per week (or as needed) in our Chicagoland offices. Supervisory Responsibilities: This job does not have supervisory duties #LI-PC1 Skills Administrative Process, Administrative Support, Attorney Support, Business Contracts, Business Operations, Business Requirements, Contract Processing, Customer Contracts, Documentation, Human Resources Coordination, Leading Project Teams, Legal Administrative Support, Legal Services, Operations Coordination, Project Coordination, Project Implementations, Project Management, Project Management Life Cycle (PMLC), Project Planning Compensation Compensation offered for this role is 60,000.00 - 97,125.00 annually and is based on experience and qualifications. The candidate(s) offered this position will be required to submit to a background investigation. Joining our team isn’t just a job — it’s an opportunity. One that takes your skills and pushes them to the next level. One that encourages you to challenge the status quo. One where you can shape the future of protection while supporting causes that mean the most to you. Joining our team means being part of something bigger – a winning team making a meaningful impact. Allstate generally does not sponsor individuals for employment-based visas for this position. Effective July 1, 2014, under Indiana House Enrolled Act (HEA) 1242, it is against public policy of the State of Indiana and a discriminatory practice for an employer to discriminate against a prospective employee on the basis of status as a veteran by refusing to employ an applicant on the basis that they are a veteran of the armed forces of the United States, a member of the Indiana National Guard or a member of a reserve component. For jobs in San Francisco, please click “ here ” for information regarding the San Francisco Fair Chance Ordinance. For jobs in Los Angeles, please click “ here ” for information regarding the Los Angeles Fair Chance Initiative for Hiring Ordinance. To view the “EEO Know Your Rights” poster click “ here ”. This poster provides information concerning the laws and procedures for filing complaints of violations of the laws with the Office of Federal Contract Compliance Programs. To view the FMLA poster, click “ here ”. This poster summarizing the major provisions of the Family and Medical Leave Act (FMLA) and telling employees how to file a complaint. It is the Company’s policy to employ the best qualified individuals available for all jobs. Therefore, any discriminatory action taken on account of an employee’s ancestry, age, color, disability, genetic information, gender, gender identity, gender expression, sexual and reproductive health decision, marital status, medical condition, military or veteran status, national origin, race (include traits historically associated with race, including, but not limited to, hair texture and protective hairstyles), religion (including religious dress), sex, or sexual orientation that adversely affects an employee's terms or conditions of employment is prohibited. This policy applies to all aspects of the employment relationship, including, but not limited to, hiring, training, salary administration, promotion, job assignment, benefits, discipline, and separation of employment. Allstate provides a comprehensive technology setup, including a laptop, monitors, headset, keyboard, and mouse. Employees eligible to work from home also receive a monthly connectivity reimbursement to help offset internet costs. When working from home, you must have a dedicated, private workspace free from distractions, along with appropriate desk and seating. Reliable internet is required, with minimum speeds of 50 MB download and 5 MB upload.