Job Description

Position Summary:

The Legal Executive Assistant will provide direct support to the EVP, General Counsel & Secretary. This role is privy to the most sensitive and confidential aspects of the business, is the liaison and a primary conduit of confidential and routine communication between the executive(s) and internal and external audiences. This role manages schedules, travel, expenses, and oversees all logistical needs for on-site and off-site meetings. May assist with coordinating personal and business schedules as required. Will also coordinate with other departmental EAs and members of the Legal team to ensure execution of the function.

Primary Responsibilities:

All administrative duties for Executive Vice President, General Counsel & Secretary of the Company.

Preparing various documents, agreements, secretary’s certificates, officer’s certificates, etc.

Coordinating contract signatures and other project documents, including using DocuSign.

Drafting and distributing correspondence.

Enrolling or renewing memberships and subscriptions, as well as preparing and submitting expense reports.

Managing corporate travel and meetings by developing itineraries and agendas, booking transportation, arranging lodging and meeting accommodations

Monitoring email and telephone.

Scheduling virtual and in-person meetings, arranging meeting space and ordering catering when required.

Coordinating annual Legal Summit for a team of 30 lawyers from all international offices; overseeing CLE programs; arranging team building events; and group activities.

Invoice approval processing through Legal Tracker e-billing system, coordinating with A/P, Finance and interface with law firms and other Legal department vendors to ensure billing and payment integrated with SAP.

Knowledge/ Skills Required:

Proficiency in MS Office Suite (Outlook, Word, Excel, PowerPoint).

Experience with Diligent Boards or similar Board portal desired.

Notary Public license in New York desirable.

Excellent verbal, written communication and interpersonal skills.

Strong analytical, follow-through, organizational and time management skills.

Ability to exercise discretion with sensitive information.

Excellent organizational skills and attention to detail.

Ability to use sound judgment and take initiative.

Must be detail oriented with ability to manage multiple priorities.

Highest levels of confidentiality, discretion and integrity.

Ability to work independently.

Related experience within a law firm or corporate environment is required.

Experience:

Advanced knowledge & skills - typically 8-15 years of related experience