Executive Support Specialist

Job Description

Job Description

Now Hiring:

Are you a capable, dedicated person with organization skills, excellent communication and multi- tasking skills? This might be for you!

Looking for an executive assistant to support the Chief Compliance Officer (CCO) and executive leadership by performing high-level administrative, compliance, and office management functions. Ensures regulatory adherence, maintains organized records, coordinates meetings and audits, and supports corporate governance initiatives. Handles sensitive information with discretion.

Why work for us:

• Opportunity for growth
• Longevity and Tenure
• Excellent experience
• Great Pay
• Employee Appreciation Activities

Responsibilities of the Executive Support Specialist:

Essential Functions:

• ·Performs diverse, highly responsible, complex, and non-supervised administrative and office management functions.
• · Manages all day-to-day duties of the department(s), including answering phone calls, maintaining files, and supporting executive staff members with schedules and meetings.
• · Assists CCO with calendar management, scheduling meetings, and regulatory training.
• · Conducts research related to internal investigations, contracts, compliance, acquisitions/divestitures, entity formation, and corporate governance as directed.
• · Drafts, formats, and proofreads legal documents, contracts, company policies, reports, correspondence, presentations, internal memos, and other related communications.
• · Serves as primary point of contact for incoming calls and inquiries.
• · Offers key guidance regarding historical precedent to executives.
• · Supports implementation and tracking of company-wide compliance programs, policies, and procedures.
• · Maintains organized records of compliance filings, legal documents, corporate policies, employee compliance training, certifications, and licensing forms.
• · Assists with tracking deadlines for state filings, licensing renewals, and mandatory reporting requirements.
• · Prepares compliance reports, dashboards, and audit documentation for internal and external review.
• · Coordinates document collection and organization for internal investigations, audits, or inspections.
• · Assists in compiling data for compliance audits, risk assessments, and investigations.
• · Helps prepare materials for board reports, regulatory submissions, or executive presentations.
• · Handles sensitive compliance and legal information with absolute discretion, maintaining confidential files and secure storage of records.
• · Coordinates information to/from legal, HR, and operations teams.
• · Tracks internal policies, revisions, and company-wide notifications.
• · Supports CCO in managing correspondence with regulators and external counsel.
• · Troubleshoots technology and office equipment issues and/or provides training as needed to ensure executive efficiency.
• · Provides onboarding and offboarding support for facilities and personnel as directed.
• · Performs office manager responsibilities as assigned, maintaining safe, clean, functional employee common areas, office supplies, interacting with landlords, and recommending cleaning services or other office needs.
• · Completes special projects and other duties as assigned.

Qualifications of the Executive Support Specialist:

• · Bachelor’s degree (legal degree or paralegal preferred).
• · Minimum 5 years of experience in legal, compliance, or human resources management.
• · Outstanding computer skills, including proficiency in MS Office and the ability to create spreadsheets, presentations, and reports.
• · Familiarity with standard office equipment.
• · Strong organizational, research, and documentation skills.
• · Experience in regulatory compliance, internal audits, or corporate governance

Apply today for an exciting tomorrow!