Legal Operations Coordinator - FT - Day - Risk Management Lawrenceville NJ

Capital Health•Hopewell, NJ

6d•Onsite

About The Position

Provides high-level administrative, operational, and project coordination support to executive leaders. Assists in managing executive workflows, coordinating strategic activities, and ensuring efficient operations across the Executive Office. Exercises independent judgment, manages complex priorities, and serves as a critical liaison between executive leadership, directors, staff across departments as well as external stakeholders. Responsibilities include supporting executive communications, coordinating cross-functional tasks, managing administrative processes, and contributing to operational initiatives that enhance executive effectiveness.

Requirements

High school diploma or GED.
Five years of progressively responsible administrative or operational support experience.
Experience supporting senior leaders or executives strongly preferred.
Project coordination or operations experience strongly preferred.
Intermediate knowledge in Microsoft Office including Word, Excel, Outlook, and Power Point required.
Excellent organizational skills.
Meets deadlines.
Excellent understanding of English language and able to edit documents and proofread memoranda.
Possesses ability to develop positive rapport with other organization functions and departments.

Nice To Haves

Business school degree or Associate's degree preferred.

Responsibilities

Supports select members of the executive team with scheduling, communication, licensing, continuing education, travel, logistics, and administrative planning.
Manages executive calendars, prioritizes requests, and ensures alignment with strategic priorities.
Makes travel arrangements as needed.
Prepares high-quality presentations, communications, briefing documents, and reports for executive use.
Partners closely with the Assistant to the CEO to facilitate operational flow within the Executive Office.
Coordinates operational activities, workflows, and recurring executive routines.
Develops and maintains documentation, workflows, standard operating procedures, and process maps.
Identifies opportunities to streamline executive processes and propose improvements.
Assists with monitoring department budgets, expenses, and operational metrics.
Coordinates and tracks small to medium-sized projects or components of larger executive initiatives.
Monitors project timelines, deliverables, and action items with necessary follow up to ensure completion.
Conducts research, compiles data, and drafts recommendations to support executive decision-making.
Prepares, reviews and analyzes dashboards and summaries related to ongoing operational activities.
Acts as a liaison between executives, internal departments, and external partners.
Manages communication flow, ensuring timely responses and escalation when appropriate.
Drafts, edits, and reviews executive correspondence, announcements, and internal communications.
Assists with planning and coordinating executive meetings, off-sites, retreats, and leadership events.
Supports logistics including technology setup, catering, vendor coordination, and space planning.
Prepares agendas, gathers pre-read materials, and documents meeting minutes and follow-up actions.
Serves as a resource for administrative processes, office tools, and best practices.
Provides guidance or support to other administrative staff as needed.
Maintains executive files, digital records, and organizational systems.
Supports onboarding and orientation activities related to executive functions.
If supporting Legal department, updates employee files and all organizational changes to ensure accuracy in records.
Assigns user access and maintains security on department access groups.
Prepares and generates reports as required.
Helps in coordination and onboarding of all departments users.
If supporting Legal department, provides general support to attorneys and staff.
Maintains intranet and document management storage and destruction function for Legal and Risk departments.
Assists in the onboarding process for new hires and HR management as needed.
Oversees payroll timekeeping for Risk and Legal departments.
Creates and organizes on-call schedules for department.
If supporting Legal department, serves as system administrator for organization-wide contract management system.
Participates in strategic planning process with management to identify and accomplish short and long term organizational goals.
Performs other duties as assigned.