Executive Administrative Assistant, Legal

Job description

Job Responsibilities:

• Manage the General Counsel's dynamic calendar and schedule, prioritizing and resolving competing requests for time and proactively scheduling important meetings with internal and external individuals.
• Arrange international/domestic travel and related requirements for the General Counsel, which include travel authorizations, flight tickets, hotel bookings, visas, airport transfers, expense reports, contract signatures, etc.
• Handle expense reports and reimbursements and assist with budgeting and tracking costs.
• Assist the General Counsel with preparation of executive-level presentations.
• Support all members of the Legal team (consisting of lawyers, procurement, and patent professionals) on administrative tasks and special projects as needed.
• Prepare agendas and take, transcribe, and distribute meeting notes. Compile action items for follow-up to share with the General Counsel and Legal team.
• Coordinate on-site and off-site Legal team meetings, presentations, workshops, conferences, telephone or video conferences, etc.
• Provide contract support, including but not limited to, coordinating contract reviews, signatures, and documentation of fully executed contracts.
• Maintain the Legal team intranet page and help highlight team cultural/career moments such as birthdays and work anniversaries.
• Demonstrate discretion and maintain a high level of confidentiality at all times.
• Contribute to the excellent reputation of the Legal department through professional, friendly, and respectful interactions internally and externally.

• Bachelor's Degree or equivalent work experience
• 3 years of experience
• You have a solid background supporting executives in fast-paced, dynamic work environments, including project coordination, scheduling, resourcing, and administrative skills
• You are a self-starter, proactive, business-practical, resourceful, and efficient
• You are comfortable using both Apple/Mac and Windows/PC systems
• You have extensive experience with Microsoft 365 (Outlook, Teams, PowerPoint, Word, and Excel), Adobe Acrobat, DocuSign, contract management, Confluence, invoicing and budgeting systems, etc.
• You are able to quickly learn new processes and tools
• You have experience assisting with budgeting for a corporate department and have basic finance knowledge
• You have excellent organizational and communication skills, including proactively updating your manager and colleagues on topics you are supporting
• You are able to multi-task and perform under strict deadlines, while keeping close attention to detail
• You have the maturity, confidence, and poise to interact effectively with staff at all levels
• You are able to anticipate the needs of the executives and teams you support and show initiative
• You can work independently, as well as part of a team
• You have a genuine desire to work well with people and are able to build positive and respectful relationships internally and externally

• Prior experience supporting lawyers at a law firm or in-house legal department
• CIPP certified