Executive Assistant (Legal and HR)
About The Position
The Executive Assistant provides comprehensive administrative support to senior Legal and Human Resources leaders, including the Chief Human Resources Officer, General Counsel, and Assistant General Counsel. The role manages legal invoicing and department finances, supports litigation efforts, and coordinates executive calendars, correspondence, contracts, and travel. It also supports HR department projects and initiatives as needed. The ideal candidate is highly organized, detail-oriented, and discreet, able to manage competing priorities across multiple executives and handle sensitive legal and employee information with the utmost confidentiality.
Requirements
- At least 3 years of progressive experience as an assistant supporting multiple executives in a fast-paced environment; experience supporting attorneys and human resources professionals is preferred.
- Demonstrated ability to independently prioritize and organize projects and tasks, meet deadlines, and balance a high-volume workload.
- Proficiency with Microsoft and Google Suite programs.
- Problem-solving ability and strong decision-making skills.
- Ability to quickly learn new processes, systems, and tools.
- Polished oral and written communication skills to obtain and convey information accurately and clearly.
- High level of professionalism, integrity, and discretion in handling confidential information.
- Ability to develop and maintain relationships with individuals at all levels across the enterprise and externally.
- Proactive approach to problem-solving with strong decision-making capability.
Nice To Haves
- Bachelor's degree.
- Experience supporting attorneys and human resources professionals.
Responsibilities
- Support the Chief Human Resources Officer, General Counsel, Assistant General Counsel, and other HR leaders with administrative tasks.
- Administer invoices from outside counsel and track and account for outside counsel spending with the Legal Department.
- Conduct initial intake of calls and correspondence to the Legal and HR teams, including complaints, threats of litigation, and service of process.
- Complete administrative tasks such as submitting expense reports, processing invoices, completing company forms, coordinating meeting logistics, and assisting guests with building access.
- Prioritize competing needs and handle matters expeditiously, proactively, and confidentially, following through on special requests to completion, often under deadline pressure.
- Manage and organize executive files, documents, and records in physical and electronic formats, maintaining an organized filing system for confidential and sensitive materials.
- Organize, execute, or assist with internal and external meetings and events, including off-sites and team gatherings, and help prepare presentations.
- Provide discovery support services to inside and outside counsel responding to litigation.
- Prepare initial draft documents, compile requested information, and assist with formatting and editing.
- Manage complex calendar scheduling across multiple locations and time zones, balancing competing priorities and shifting goals.
- Prepare executives for meetings through pre-meeting briefings, draft agendas, and taking and distributing notes and action items.
- Support executive projects and initiatives; conduct research, gather data, prepare reports and presentations, monitor project timelines, and ensure deliverables are met.
- Coordinate executive travel arrangements.
- Perform other duties and projects as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
