Executive Assistant

Position Summary

This position provides day-to-day administrative support, including project management, calendar ing and scheduling, planning travel logistics, meeting coordination, invoice and expense processing, tracking and internally communicating litigation metrics, and other litigation-team management- operational tasks for the Chief Litigation Officer and Chief Counsel.

Responsibilities

• Provide day-to-day executive administrative support for the Chief Litigation Officer, including the following (80%):
  • Provide administrative support on daily activities, including calendar management and scheduling, processing of correspondence, invoice and expense reporting, and file maintenance.
  • Organize and coordinate meetings and events with internal and external parties and oversee logistics, scheduling and technology of meetings and retreats.
  • Coordinate travel arrangements and occasionally provide support during travel.
  • Manage material gathering and participate in meetings to take notes.
  • Prepare post-meeting task lists and coordinate and track follow-up.
  • Prepare briefing materials, conduct research, and draft documents.
  • Prepare internal litigation updates for NRDC leaders and staff.
  • Track and input new litigation matters into a Salesforce-based docket management system, and run /prepare docket reports.
  • Track and maintain attorney bar memberships and continuing legal education requirements across multiple jurisdictions.
  • Provide analytical support which may include research, project or situation assessment, data gathering and reporting.
• Provide limited executive administrative support for the Chief Counsel, including the following (20%):
  • Schedule meetings on behalf of the executives.
  • Coordinate travel arrangements as needed and occasionally provide support during travel.
  • Submit expense reports for travel on behalf of the executives.
  • Process invoices for payment.

Qualifications

• Education & Experience: 5 to 7 years administrative or office management experience including 3 years’ experience in an Executive Assistant or equivalent role, supporting C-suite or Director level staff (for profit or nonprofit). BA/BS degree or equivalent work experience. Experience supporting legal executives or in a litigation or other legal setting is strongly preferred.
• Skills:
  • Excellen t Microsoft Word and Excel skills.
  • Strong project management and project coordination skills.
  • Proactive, detail oriented, problem solver with the ability to deliver high-quality results on-time.
  • Experience working with multiple teams, priorities, and projects at the same time.
  • Ability to and passion for facilitating the work of a senior leader and helping a team run efficiently and successfully.
  • Superior organizational skills and ability to track, prioritize, balance multiple tasks in a fast-moving environment.
  • Strong research and analytical skills; ability to translate material logically and share ideas and recommendations clearly.
  • Demonstrated skill in problem-solving; enjoys a challenge, achieves satisfaction from working things out, getting things done; demonstrates curiosity.
  • Excellent communication skills, both written and verbal.
  • C omfortable interacting with staff at all levels and representing the ideas or position of the CHRO clearly and diplomatically, when needed.
  • Idea generator who can think creatively with practical accomplishment in mind.
  • Collaborative spirit; enjoys being part of a team.
  • Ability to build collaborative and respectful relationships across NRDC and to foster a culture of dignity and belonging.
  • Ability to travel to NRDC U.S. based offices, approximately 10-15 % annually.
  • Commitment to NRDC’s mission, values, and DEI principles.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position within the described work environment.