Legal Executive Assistant - Legal & Compliance

Vizient•Irving, TX

2d•$68,500 - $116,300•Hybrid

About The Position

In this role, you will provide high-level, administrative support to an SVP, Assistant General Counsel; two Vice Presidents, Managing Counsel; and their respective teams. You will manage complex and frequently changing schedules, anticipate priorities, and serve as a central point of coordination for Legal leadership, attorneys, internal business partners, and external contacts. In addition to executive support, you will assist with legal transactional and departmental administrative work, including contract and document routing, records coordination, meeting management, and special projects. Success requires exceptional organization, sound judgment, discretion, attention to detail, and the ability to move work forward independently in a fast-paced and highly confidential environment.

Requirements

5 or more years of experience required.
Strong judgment, discretion, and professionalism when handling confidential, privileged, sensitive, or high-visibility information.
Basic knowledge of contracts and contract lifecycle processes required.
Demonstrated ability to organize and lead team meeting processes, including developing agendas, bringing forward relevant topics, documenting decisions and action items, and ensuring follow-through.
Exceptional organizational skills, attention to detail, and ability to plan and manage multiple priorities independently in a deadline-driven environment.
Excellent written and verbal communication skills, including the ability to interact effectively with executives, attorneys, employees, clients, vendors, and other external contacts.
Proficiency with Microsoft Program Suite.

Nice To Haves

Relevant degree preferred.
Progressive administrative experience supporting multiple senior executives leaders simultaneously is strongly preferred.
Prior experience in a corporate legal department, law firm, contract administration, or other legal transactional support environment preferred.
experience supporting supplier agreements, group purchasing organization (GPO) work, or healthcare contracting is preferred.
Experience with legal documents, contract management, or records systems management is preferred.

Responsibilities

Own and proactively manage complex, high-volume calendars for multiple Legal executives by anticipating priorities, resolving conflicts, coordinating across time zones and stakeholders, and aligning schedules with business needs, legal deadlines, travel, and preparation time.
Anticipate meeting and executive needs, coordinate preparation sessions and materials, conduct basic research related to contract counterparties or other third parties, and track action items through completion.
Coordinate in-person, hybrid, and virtual meetings and lead recurring team meeting processes, including developing agendas and discussion topics, preparing materials, capturing decisions and to-dos, and following up on action items.
Manage executive travel and resolve changes or disruptions. Prepare, reconcile, submit, and track expense reports, invoices, time records, outside counsel fees, and other departmental expenses.
Serve as a first point of contact, appropriately route requests, and prepare, edit, proofread, scan, and distribute legal documents, correspondence, reports, presentations, and memoranda in accordance with department standards.
Support the intake, routing, review, execution, uploading, and status tracking of contracts and other legal documents, applying basic contract knowledge to supplier agreement, GPO-related, and other transactional workflows.
Organize and maintain legal records, agreements, corporate books, and stockholder records, and provide administrative support for litigation, discovery, records management, mergers and acquisitions, and related legal matters.
Provide day-to-day support to attorneys and team members, including mail and delivery routing, copying and scanning, supplies, room and workspace logistics, distribution lists, and onboarding of new attorneys and staff.
Build trusted relationships with Legal leadership, attorneys, internal partners, outside counsel, vendors, and other stakeholders while exercising professionalism, discretion, and sound judgment with confidential and privileged information.
Improve administrative and legal support processes, maintain procedures and workflows, support legal systems and repositories, and lead or contribute to departmental initiatives and special projects with limited supervision.