Executive Assistant, Legal

Position Summary

The Executive Assistant, Legal position provides high-level administrative and operational support to the General Counsel and Legal Division. This role ensures the smooth functioning of the Division by managing calendars, coordinating meetings, making travel arrangements, preparing expense reports, preparing legal and governance materials, and maintaining confidential records.

Principal Responsibilities: 

• Support the Senior Vice President, General Counsel, and Corporate Secretary, including schedule management, travel planning, and correspondence. 
• Provide company secretarial support for board and committee meetings, including distributing completed documents and tracking & communicating critical dates for key committees to relevant department staff. 
• Maintain and update legal databases (e.g., contracts, amicus briefs, corporate records, subscriptions) to ensure accuracy and accessibility. 
• Prepare and/or edit legal documents, presentations, and board materials. 
• Collaborate with the SVP and the Division to prepare an annual budget and monitor spending to stay within limits. 
• Process invoices, check requests, and expense reports; update Division budget tracker accordingly. 
• Ensure Division budget updates are communicated to and reconciled with Enterprise-wide budget tracker. 
• Coordinate internal and external meetings for the Division, including logistics and materials. 
• Support Continued Legal Education tracking. 
• Aid audit preparation and retrieve documents for finance and executive teams. 
• Provide secretarial support for all members of the Legal Division as needed, including travel planning, expense reports, communication follow-up, and additional requests as needed. 
• Order office supplies for the Division when needed. 

 Additional Responsibilities: 

• Other duties as assigned

Qualifications:

1. – Educational Requirements: Associate’s Degree; 3-5 years of experience supporting legal executives or senior leadership in a corporate setting. 
2.  – Experience: 
   • Strong commitment to supporting Division and being a team player. 
   • Ability to interact professionally with individuals within, and external to, the organization. 
   • Excellent organizational and time management skills. 
   • Excellent written and verbal communication with attention to detail. 
   • Proficiency in Microsoft Office Suite, SharePoint, and legal databases (e.g., Agiloft, Concur, Cvent) or ability to learn applicable technology as needed. 
   • Ability to manage multiple priorities under pressure with discretion and professionalism.