Executive Assistant, Legal

Executive Assistant

The Executive Assistant provides professional support to the Chief Legal Officer, which includes administrative support as well as project management responsibilities. A proactive and solution-oriented mindset, and a quest for continuous improvement, is essential. Support the company strategy by holding ourselves and one another accountable for getting the work done.

Executive Support

• Provide administrative services to the Chief Legal Officer and Corporate Secretary, and the law department by managing the day-to-day operations for the department.
• Responsible for scheduling meetings, correspondence, mail collection & distribution, travel arrangements, presentations, liaison for company events and ad hoc reports.
• Prepare, assemble, and disseminate all documents for the Company's Board of Director meetings through PowerPoint and other tools as needed.
• Be the point person in charge of all things related to the Board web portal (e.g. Diligent).
• Provide administrative support for onboarding new Board members and officers.
• Provide administrative services for projects that are consistent with Company goals and objectives, as well as being the liaison to department executives and leadership.
• Prepare and process routine forms, documents, correspondence, expense reports, requisitions, purchase orders, etc. following standard procedures.
• Organize and maintain file system, prepare copies of correspondence and other written materials. In some cases, records may be of a highly confidential nature requiring discretion.
• Drive the follow-through on action items and ensure deadlines are met.

Required Skills and Experience

• Minimum of 7 years of experience in an administrative support role, preferably for a C-suite executive or significant experience supporting a Chief Legal Officer, General Counsel or senior legal executive.
• High school diploma or general education degree (GED).
• Must be highly organized, detail-oriented, and able to handle multiple priorities in a fast-paced work environment.
• High degree of personal and professional integrity and possession of strong interpersonal skills.
• Ability to maintain strict confidentiality while handling highly sensitive information.
• Ability to be self-directed, take ownership and see projects to completion in a timely manner.
• Ability to communicate effectively in oral and written form with senior management and employees throughout the organization.
• Demonstration of a high sense of responsibility and initiative without close supervision.
• Exceptional organizational skills and attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook); experience with Zoom, SharePoint, and Adobe PDF a plus.
• Knowledge of proper formats for letters, proper grammar, spelling, and language usage; ability to produce neat and accurate correspondence.
• Ability to perform administrative duties involving a high degree of accuracy, confidentiality, discretion, and independent judgment.
• Work collaboratively to achieve goals and/or complete assigned tasks.
• Demonstrate willingness to adjust thinking and behavior.
• Ability to communicate in a manner that is timely, respectful, and open to other ideas.

Preferred Skills and Experience

• Strong technology skills and comfort learning new systems quickly.
• Ability to manage projects.
• Experience with electronic board portal (e.g. Diligent).
• Notary certificate preferred.