Senior Administrative Assistant (HR & Legal)

Senior Administrative Assistant

The Senior Administrative Assistant provides administrative and operational support to the Human Resources and Legal functions. This role is responsible for maintaining confidential records, coordinating HR processes, assisting with legal documentation and contract administration, supporting compliance initiatives, and helping ensure the organization operates efficiently and in accordance with company policies and applicable regulations. The ideal candidate is highly organized, detail-oriented, exercises sound judgment, and is comfortable handling sensitive and confidential information.

Human Resources Support

• Assist with recruiting activities, including scheduling interviews, coordinating candidate communications, and maintaining applicant records.
• Support onboarding and offboarding processes, including preparing documentation, coordinating equipment requests, and maintaining personnel files.
• Maintain employee records and HRIS data, ensuring accuracy and confidentiality.
• Coordinate employee training, compliance tracking, and required certifications.
• Assist with benefits administration, employee communications, and HR programs.
• Prepare reports and metrics related to HR activities.
• Support performance review and employee engagement initiatives.
• Respond to routine employee inquiries and escalate issues as appropriate.

Legal Support

• Coordinate with the Paralegal on contract-related administrative needs and support requests within Agiloft (contract lifecycle management system), as needed.
• Coordinate document signatures using electronic signature platforms.
• Organize and maintain corporate governance documents and legal files.
• Assist with regulatory filings and compliance documentation.
• Track litigation holds, insurance certificates, and other legal administrative matters as directed.
• Coordinate with outside counsel and internal stakeholders on document requests.
• Support legal department reporting and special projects.
• Support corporate secretarial matters, including maintaining the entity/subsidiary list, tracking annual report and registered agent filings, and organizing board and committee meeting materials.
• Log and route incoming subpoenas, records requests, and other third-party legal requests to the Chief Legal Officer for direction.
• Maintain the master library of corporate policies (e.g., Code of Conduct, conflict-of-interest, records retention) and track version control.

Compliance & Administrative Support

• Help monitor compliance with company policies and applicable employment regulations.
• Maintain confidentiality of personnel and legal information.
• Develop and improve administrative processes to increase efficiency.
• Coordinate meetings, prepare agendas, and document meeting notes.
• Support audits by gathering and organizing requested documentation.
• Assist with data privacy compliance support, including processing data subject requests and maintaining records-of-processing logs.
• Coordinate intake and routing of ethics hotline or whistleblower reports under the direction of the Chief Legal Officer.
• Support compliance with the company's records retention schedule, including coordinating document retention and destruction.
• Collect and track annual conflict-of-interest and outside-activity disclosure forms.
• Perform other administrative duties and special projects as assigned.

Qualifications

• Bachelor's degree in Human Resources, Business Administration, Legal Studies, or related field preferred.
• 35 years of administrative experience supporting HR, Legal, or executive functions.
• Experience working with confidential information and sensitive documents.
• Strong organizational and project management skills.
• Excellent written and verbal communication skills.
• Extremely organized, with proven ability to operate effectively in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with HRIS systems and document management systems preferred.
• Familiarity with DocuSign or similar electronic signature platforms preferred.
• Basic familiarity with contract lifecycle management systems (e.g., Agiloft) a plus, to support coordination with the Paralegal.
• Experience in a regulated industry (life sciences, healthcare, or pharmaceuticals) is a plus.

Core Competencies

• Exceptional attention to detail
• Strong organizational and time management skills
• Ability to prioritize multiple competing deadlines
• High degree of discretion and professionalism
• Problem-solving and critical thinking
• Collaborative and service-oriented mindset
• Ability to work independently with minimal supervision
• Adaptability and continuous improvement focus

Reporting Relationship

Reports to the Head of Human Resources with a dotted-line reporting relationship to the Chief Legal Officer. This role works in close coordination with the Paralegal on contract-related matters.

Equal Employment Opportunity Statement

Zevra is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

Notice to External Recruiters Zevra does not accept unsolicited resumes from agencies or search firms. Recruiters are requested not to contact employees or hiring managers. All candidate submissions must be coordinated through our Human Resources team and require a prior written agreement. Any resumes sent without such an agreement will not create any implied obligation.