Senior Executive Assistant

Job Title

Serve as a trusted partner to the Legal ELT member, anticipating needs, managing priorities and ensuring timely preparation and follow-through across a complex portfolio.

Proactively manage a highly complex and fluid calendar, resolving conflicts, prioritizing requests, protecting preparation and focus time, and ensuring the executive has the context, materials and decisions needed for each commitment.

Coordinate domestic and international travel, detailed itineraries and related logistics; prepare and reconcile travel and expense reports in accordance with Company policy.

Plan and execute leadership meetings, Legal team meetings, offsites and external engagements, including agendas, briefing materials, facilities, technology, catering and follow-up.

Manage the executive's daily calendar, requests, approvals and materials; draft responses, flag time-sensitive or high-risk matters and maintain follow-up systems using sound judgment and discretion.

Prepare, edit and organize correspondence, presentations, reports, talking points, legal form documents and meeting materials

Support Board and Committee processes, including the annual meeting calendar, agendas, materials, and administration of the Diligent Board Portal; track governance deadlines and follow up on required actions.

Coordinate sensitive communications and logistics with Board members, senior leadership, outside counsel and other internal and external stakeholders with professionalism, discretion and responsiveness.

Support Legal leadership and enterprise ELT operating rhythms by maintaining calendars, priorities, decision and action-item trackers, deadlines and approvals; coordinate briefing materials and talking points, capture follow-up items and ensure timely completion across the Legal function and with cross-functional partners.

Coordinate Legal department operations, including outside-counsel and law-firm invoicing through Legal Tracker digital system, matter coding, billing guidelines, purchase orders, vendor onboarding, budget tracking, accrual support and payment documentation, in partnership with Finance and Procurement.

Track incoming legal documentation and coordinate the collection, review, routing, signature, notarization, authentication and delivery of documents for execution by authorized internal and external parties; maintain current signature-authority information and completed execution copies.

Create and maintain organized legal files, file indexes, shared drives and electronic records in accordance with document-retention, confidentiality and information-governance requirements; provide administrative coordination for legal holds and approved records-disposition activities as directed by Legal.

Maintain accurate contact and distribution lists, organization charts, department calendars, reports, databases and other operating tools; coordinate onboarding and offboarding logistics, access requests and team communications that support efficient Legal department operations.

Coordinate with other executive assistants and cross-functional partners to align schedules, leadership priorities, enterprise meetings and time-sensitive deliverables.

Exercise independent judgment and problem-solving to address administrative and operating issues, escalate risks appropriately and keep work moving.

Handle attorney-client privileged, confidential and commercially sensitive information with the highest level of integrity and care.

Support special projects and other duties as assigned.