Executive Assistant, Legal and Compliance

Teleflex•Wayne, PA

9d•Onsite

About The Position

We are seeking a detail-oriented, organized and proactive Executive Assistant to support our Legal and Compliance teams. This role will report into the Corporate Vice President, General Counsel & Secretary and is critical in ensuring the smooth operation of the Legal and Compliance departments by providing high-level administrative support and managing key operational tasks. The ideal candidate is discreet, communicative, and able to balance multiple priorities while exercising sound judgment in a fast-paced environment. This role is based at our Wayne, PA office. The selected candidate is expected to work onsite a minimum of 3 days per week. Please note: the in-office requirement is subject to change based on evolving business needs.

Requirements

Bachelor’s degree; relevant experience may be considered in lieu of a degree.
Minimum three years of experience in an administrative, coordinator, or support role. Experience within a Legal, Compliance, Corporate or healthcare related field is a plus.
Experience with expense and billing systems.
Excellent communication skills (interpersonal, verbal, and written)
Excellent organization skills and attention to detail.
Ability to handle highly confidential information with discretion.
Strong time management skills and problem-solving skills.
Ability to efficiently handle multiple tasks on tight deadlines.
Proficiency with Microsoft Office applications, with an emphasis on Word, Excel, Outlook and PowerPoint.
Ability to conduct business in a professional manner and maintain composure during stressful situations.
Ability to perform duties with initiative and exercise sound judgment.
Ability to work effectively both independently and as part of a team.
Ability to recognize problems, make recommendations and in some cases, independently resolve and implement solutions.

Nice To Haves

Experience within a Legal, Compliance, Corporate or healthcare related field is a plus.

Responsibilities

Executive Support:
Provide day-to-day administrative support to the Corporate Vice President, General Counsel & Secretary and the Corporate Vice President, Chief Compliance Officer, as well as members of the Legal and Compliance functions, including but not limited to:
Business travel planning and coordination
Expense reporting and reconciliation
Organize and prepare materials for internal and executive-level meetings including Board of Directors, Executive Meetings, and Compliance briefing committees
Calendar management, meeting scheduling, and coordination of executive-level activities
Act as a liaison between leadership and their direct reports to share information and deadlines as needed, with follow up on status of assignments to leadership team members or other stakeholders.
Uphold a strict level of confidentiality and handle sensitive information with the highest level of discretion.
Meeting & Communications Management:
Prepare meeting agendas, take and distribute minutes, track action items, and proactively follow up to ensure deadlines and deliverables are met.
Draft, edit, and format presentations, reports, and other documents (Word, Excel, PowerPoint) in support of organizational objectives.
Coordinate communications, including maintaining distribution lists, sending internal updates, responding to inquiries, and supporting email management.
Department Operations & Project Support
Support operations for both departments, including basic document review, recordkeeping, photocopying, mailings, and maintaining department supplies.
Maintain organized and confidential department files, records, and documentation.
Collaborate with other administrative assistants to ensure smooth coordination of activities and information flow across the functions.
Assist with special projects, initiatives, and ad hoc requests for the Legal and Compliance teams.
Support cross-functional projects by maintaining action trackers, scheduling project activities, preparing summaries and reports, and ensuring progress is documented.
Vendor & Finance Coordination:
Serve as the point of contact for Legal billing matters. Coordinate billing and invoice processes for the Legal department, including but not limited to:
Reviewing and processing outside counsel invoices
Liaising with vendors and internal finance teams to ensure timely and accurate billing/processing
Track budget and spend against the legal forecasts; provide legal spending reports
Maintain records of billing agreements
Submit and monitor vendor invoices for the Compliance Officer and budget tracking and updates to finance as required.
Coordinate translation services, as requested, with online vendor.
Additional Responsibilities:
Assist with other duties, special projects and initiatives as assigned.