Executive Assistant to General Counsel & Vendor Coordinator

Deephaven Data Labs • Charlotte, NC

6d • Onsite

About The Position

The Executive Assistant to General Counsel & Vendor Coordinator is a dual role position, providing high-level administrative and project support to the General Counsel and leading the Vendor Management program in collaboration with executives and other stakeholders across the organization. This individual will serve as a trusted partner, ensuring the Legal department operates efficiently, maintaining confidentiality in sensitive matters, and supporting vendor relationships to drive compliance, cost-efficiency, and operational excellence. This position requires a proactive, detail-oriented professional who thrives in a fast-paced environment, is adept at balancing multiple priorities, and demonstrates exceptional judgment, discretion, and organizational skills. This role is full time in office in the Ballantyne area of Charlotte, NC.

Requirements

• Minimum 3 years of experience supporting senior executives, preferably in Legal, Compliance, or Finance
• Advanced proficiency with MS Office Suite (Outlook, Word, Excel, PowerPoint) and comfort with legal and vendor management platforms
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines
• Strong written and verbal communication skills with keen attention to detail
• Ability to work independently and exercise sound judgment in a fast-paced environment
• Proven track record of handling highly confidential and sensitive information with discretion
• Ability to work in the Ballantyne area of Charlotte, NC
• Confidentiality & Integrity – Maintains the highest standards of discretion in sensitive matters.
• Vendor Relationship Management – Skilled at building and maintaining vendor partnerships while holding vendors accountable.
• Problem-Solving – Anticipates challenges and develops solutions quickly.
• Collaboration & Communication – Effectively partners with executives, colleagues, and external stakeholders.
• Organization & Initiative – Proactively manages complex schedules, contracts, and projects with minimal oversight.

Nice To Haves

• Prior legal experience or paralegal experience is a plus!
• Bachelor’s degree in Business Administration, Legal Studies, or related field preferred

Responsibilities

• Provide executive-level administrative support to the General Counsel and the greater Legal and Compliance teams, including calendar management, meeting preparation, and correspondence
• Anticipate needs by proactively identifying priorities, scheduling requirements, and potential conflicts
• Serve as a liaison between the General Counsel and internal/external stakeholders
• Draft, edit, and prepare documents, presentations, legal correspondence, and confidential materials
• Support the General Counsel in board-related matters, committee meetings, and Legal project coordination
• Maintain confidentiality in handling sensitive company and legal information
• Coordinate and complete all third-party Compliance and Diligence requests
• Manage complex travel arrangements and logistics, ensuring seamless execution of domestic and international itineraries.Prepare and reconcile expense reports in a timely manner
• Act as the central point of contact for vendors and service providers, maintaining strong professional relationships
• Manage the vendor onboarding process, including collection of compliance documents, contracts, and agreements
• Coordinate with Finance, Legal and the business to negotiate pricing and contract terms for all new and existing vendors, ensuring proper vendor documentation, risk management, and cost control
• Track and monitor vendor performance, renewals, contract expirations, and service-level agreements (SLAs)
• Assist in negotiations, renewals, and vendor communications, ensuring alignment with company policies and standards
• Maintain vendor database, contracts repository, and related records in an organized, up-to-date manner
• Handle office operations as needed, including supply management, office system upgrades, and troubleshooting equipment issues
• Coordinate hospitality (catering, room set up, etc.) event logistics, and meeting arrangements for internal and external gatherings
• Provide support to other executives and team members as needed.
• Support cross-functional projects requiring input from Legal and Vendor Management

Benefits

• Flexible Time to Recharge – Personalized Time Off for What Matters (because rest isn't one-size fits all)
• Future Finance Focused – Generous employer-matched 401(k) plan
• Community Connect– Philanthropy Committee that creates charitable initiatives
• Health from Day One – Comprehensive health insurance starting on day one of employment
• Family Matters – Competitive maternity and paternity leave
• Culture & Celebrations – Culture Committee with team-building events and celebrations
• Ideas Welcome – Encouraging thought leadership and innovation
• Guidance & Growth – Mentorship opportunities for career development
• Perk Up – Exclusive discounts on travel, tech, pets, legal, and more

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Number of Employees: 101-250 employees