Executive Assistant & Vendor Coordinator

Deephaven Data Labs • Charlotte, NC

13d • Onsite

About The Position

The Executive Assistant & 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 individual will act as a trusted partner who helps keep the Legal team organized and running smoothly while building strong working relationships with internal teams and external service providers. The ideal candidate is proactive, polished, detail-oriented, and comfortable balancing multiple priorities in a fast-paced environment. Legal experience is not required. We are seeking a capable professional who demonstrates strong judgment, discretion, and organization, and who is interested in developing vendor coordination and operational skills over time. This position is full-time and based in the office in the Ballantyne area of Charlotte, NC.

Requirements

• 3+ years of experience supporting senior leaders or working in administrative or operations coordination roles
• Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Comfort learning internal platforms and workflow tools
• Excellent organizational and prioritization skills
• Strong written and verbal communication
• Ability to manage multiple responsibilities independently
• Professional judgment and discretion when handling sensitive information
• Ability to work on-site in Charlotte, NC

Nice To Haves

• Exposure to legal, finance, or regulated environments is helpful but not required
• Bachelor’s degree preferred

Responsibilities

• Provide administrative support to the General Counsel and Legal/Compliance teams including calendar coordination, meeting preparation, and managing an email inbox for communications support
• Anticipate scheduling needs, prioritize requests, and resolve conflicts proactively
• Serve as a liaison between leadership and internal/external stakeholders
• Draft, edit, and format documents, presentations, and correspondence
• Support preparation for board and committee meetings and Legal team initiatives
• Handle sensitive information with professionalism and discretion
• Coordinate third-party information requests and documentation gathering
• Manage travel arrangements and expense reporting
• Serve as a primary contact for vendors and service providers
• Coordinate vendor onboarding and documentation collection
• Maintain vendor information within internal systems and track workflow progress
• Partner with Finance, Legal, and business teams to support vendor setup and renewals
• Monitor contract dates, renewals, and service tracking
• Assist with vendor communications and pricing discussions
• Maintain organized vendor records and repository documentation
• Support office coordination activities as needed
• Assist with meeting logistics, hospitality arrangements, and event coordination
• Provide support to additional leaders when appropriate
• Contribute to cross-functional initiatives involving Legal or vendor coordination

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: Mid Level
• Number of Employees: 101-250 employees