Executive Assistant, Legal

Position Summary

The Executive Assistant provides high-level administrative support to business and functional leadership, ensuring efficient coordination of business activities and seamless operation of office procedures and resources. You will play a key part in enhancing organizational effectiveness and supporting leadership priorities.
This role reports directly to the General Counsel and serves as a trusted partner to leaders within the Legal organization, as well as non-executive Directors of the Company’s Board.

What You’ll Do as an Executive Assistant, Legal

• Provide administrative support/ paralegal support, including organizing/following up on administrative project activities for the legal and executive teams.
• Manage quarterly board administration, including oversight and maintenance of the board portal (Diligent).
• Serve as the primary liaison with the company’s directors & the legal team, including coordinating travel arrangements, processing reimbursements, and supporting planning for board-related activities.
• Support leadership with calendar management, meeting coordination, and departmental administrative needs.
• Processing outside counsel billing matters utilizing Legal Tracker for electronic billing, matter creation, and payment inquiries, as well as processing Legal Department expenses and other accounts payable through Oracle.
• Assist in the drafting, reviewing, and management of agreements and general correspondence.
• Utilize Microsoft Office applications and Oracle systems for expense reporting and budget tracking.
• Oversee general office activities, ensuring administrative needs are met.
• Maintain multiple executives’ calendars, including scheduling and shifting schedules as priorities change; coordinate logistics and prepare meeting materials for leadership meetings as requested.
• Interact professionally with visitors, phone calls, internal and external Customers. Triage to determines nature and urgency of business; answers inquiries using own judgment and knowledge of business operations; refers to appropriate person if necessary
• Make travel / meeting arrangements for individuals or groups, including airline travel, lodging, transportation, conference or meeting rooms, catering, audio-visual equipment, and communicates updates to those involved.
• Draft and edit correspondence, communications, presentations, and other documents on behalf of senior leaders. Maintain email distribution lists.
• Complete monthly expense reports and reconciliation for leaders (as requested).
• Support other leadership staff on administration of projects, as needed.
• Set up purchase requisitions and processes invoices for various aspects of the business
• Assist leadership with follow up projects and processes, e.g. coordination of the obtaining office equipment for new hires and the return of company equipment for separated employees, collecting information on the status of initiatives, coordination of office and equipment moves, etc.
• Maintain and replenish office supply inventory within established budget, process special requests for office supplies.
• Initiate and maintain necessary filing systems, develops efficient and effective method for organizing and retrieving documents, data and information.
• Coordinate activities such as staff and group meetings, social engagements, legal summits and department celebrations.
• Perform all duties in a manner that protects the confidentiality of the subject matter and does not solicit or disclose any confidential information unless it is necessary in the performance of assigned job duties.
• Perform other duties that may be assigned.

The Experience, Skills, and Abilities Needed

Required:

• High School Diploma/GED: 10 years related, progressive, administrative assistant experience and 5+ yrs Microsoft Office experience.
  OR
• Associates/2-years college: 6 years related, progressive, administrative assistant experience and 5+ yrs Microsoft Office experience.
  OR
• Bachelor’s Degree: 3 years related administrative assistant experience and 3+ years Microsoft Office experience.

Preferred:

• Paralegal certification strongly preferred
• Experience in a legal department or law firm environment preferred
• Familiarity with Diligent board management software preferred.
• Familiarity with Legal Tracker electronic billing software preferred.
• Experience with financial systems (e.g., Oracle) preferred

Other:

• Strong writt…