Senior Executive Assistant

Purpose

The Executive Administrative Assistant – Legal supports the Legal Department and its affiliated departments, providing administrative and secretarial support.

Principal Duties And Responsibilities

• Provide general administrative support according to departmental needs with a high degree of professionalism, accuracy, and attention to detail.
• Prepare emails, memos, correspondence, reports, PowerPoint presentations, and other complex documents.
• Format, edit, proof, and distribute contracts and other documents as required.
• Proactively manage calendars, including ensuring appropriate conference room reservations, if applicable.
• For hosted meetings, initiate appropriate set-up, including technology, refreshments, or other needs.
• Manage corporate minute books and records for the company and its affiliates, ensuring organization and completeness in both hard copy and electronic format.
• With oversight by General Counsel, partner with department leadership and manage input of annual budget for department.
• Organize and maintain documents and files; maintain a variety of databases, logs, and records, ensuring organization and completeness.
• Take the lead on routine, semi-complex tasks.
• Plans, organizes, and implements procedures to manage the flow of work.
• Partner and collaborate within the Legal Department and cross-functionally regarding various initiatives.
• Act as point of contact for general department inquiries, prioritizing requests and ensuring they are handled in a timely and professional manner.
• Schedule and manage business travel logistics.
• Prepare expense reports in an accurate and timely manner.
• Process invoices and check requests.
• Handle confidential information with sensitivity and discretion.
• Manage and execute such other projects assigned by the General Counsel and other Legal Department team members.
• Complete miscellaneous projects and tasks as they arise.

Qualifications

• Demonstrated “power user” with desire to explore and learn advanced features of MS Office Suite software (SharePoint, Excel, Word, PowerPoint, Acrobat) with a goal of enhancing skills to improve workflow.
• General technology savvy.
• Previous experience with a law firm or legal department is a plus.
• Strong communication skills, verbal and written.
• Strong accuracy and attention to details.
• Ability to handle confidential or sensitive information.
• Curious and resourceful mindset with a willingness to engage with unfamiliar systems and procedures and document insights gained to enhance procedures.
• More than 3 years’ work experience performing semi-complex, multi-step procedures.