Sr Executive Assistant & Legal Operations Administrator

Sr Executive Assistant & Legal Operations Administrator

Requirements

• 10+ years executive administrative assistant experience required
• Strong executive presence
• Strong communication skills, both verbal and written
• Highly intuitive and self-guided problem solver that can be effective with little direction
• Demonstrated track record of interacting with executive leaders, and outside contacts in a courteous, professional, and discreet manner
• Ability to organize and prioritize tasks and assignments
• Ability to manage confidential information in a seasoned professional manner
• Detail-oriented and diligent work ethic with the ability to work cohesively with others
• Ability to work effectively and accurately under pressure with tight time frames
• A high level of motivation and initiative with appropriate follow through, ability to multitask and manage daily tasks with minimal supervision in a team-centric environment
• Able to be flexible with their availability to support business needs as appropriate
• Proficient with all Microsoft applications including but not limited to Concur, Outlook, Teams, Excel, Word, and PowerPoint

Responsibilities

• Proactively monitor calendars for the General Counsel and Chief Information Officer as needed to keep the leaders on time, resolve scheduling conflicts, and recognize and track critical issues requiring attention or action.
• Schedule and organize global, complex activities such as meetings, travel, conferences, and department activities.
• Create and maintain complex spreadsheets and presentation documents in support of corporate reporting/record-keeping requirements, i.e., financial reports, long range plan, organizational leadership reviews, performance evaluations, etc.
• Establish and maintain comprehensive filing system for the department to ensure retention of reliable/current data and easy information retrieval.
• Act as a liaison with other departments, including high-level executives, to ensure the timely and effective communication/coordination of information and schedules.
• Work independently and within a team on special non-recurring and ongoing projects.
• Participate in design, compilation and dissemination of correspondence, memos, presentations, reports, charts, graphs, business plans, and proposals as well as proofreading/editing this information to ensure complete accuracy, clarity and professional presentation of the final product.
• Support all financial oversight activities including expense report processing, invoice review/processing, and travel reimbursements.
• Provide support to collect data/facts, summarize information into report form, research alternatives and present solutions.
• Provide expense reporting and project support to the leaders of the Legal teams and their extended team members and collaborate with other executive leadership team members’ support staff.
• Responsibilities will range from complex and detailed executive support to anticipating and supporting the daily needs of the Senior Vice President and General Counsel and Chief Information Officer as needed.
• Assist in the development, implementation, and maintaining of legal department workflow process and procedures to improve operational efficiency.
• Support the management and maintenance of legal technology tools, systems, and resources.
• Become proficient/administer Legal Tracker (spend and legal matter management software).
• Maintain and organize legal documents, ensuring accurate and up-to-date records are kept in compliance with company policy and legal requirements.
• Assist in administrative preparation and/or filing of legal documents and correspondence.
• Provide budget and vendor management support by coordinating with external vendors and law firms regarding budgeting, selection, tracking, and invoice management.
• Support the planning, coordination, tracking, and execution of department-wide departmental projects and initiatives.
• Provide general administrative support to the attorneys as needed.

Preferred Qualifications

• Prior experience in legal business operations or administration in a corporate environment strongly preferred
• Associate degree preferred