Senior Executive Assistant, Legal and Compliance

Ullico • Washington DC, WA

22h • Hybrid

About The Position

Ullico Inc. is recruiting a Senior Executive Assistant to provide comprehensive administrative and operational support to the General Counsel & Chief Compliance Officer and other attorneys in the Legal & Compliance Department. The role supports the department’s efficient operation by managing complex calendars, coordinating Board of Directors and committee meetings, preparing meeting materials and records, maintaining departmental systems and documentation, processing invoices and expenses, assisting with budget activities, and coordinating travel and special events.

The Senior Executive Assistant serves as a key liaison among attorneys, Company Directors, and internal and external stakeholders. The position requires working onsite at least three days per week, alternating between the Bethesda, Maryland, and Washington, DC offices, with additional onsite days as business needs require with reasonable advance notice.

Requirements

• Bachelor’s degree or equivalent.
• Substantial administrative experience in an in-house legal department, law firm, governmental legal office, or similar executive-level professional environment.
• Experience with spreadsheets, expense reporting, invoice processing, basic accounting activities, and preparing correspondence and meeting materials.
• Proficiency in Microsoft Office Suite and Adobe Acrobat.
• Ability to handle highly confidential information with discretion.
• Exceptional communication, professionalism, discretion, tact, initiative, and attention to detail.
• Ability to anticipate departmental and attorney needs, thrive in a fast-paced environment, and manage competing priorities.

Nice To Haves

• Experience in the insurance, investment, or financial services industry.
• Experience supporting senior executives and board members.
• Prior experience supporting legal professionals in an in-house legal department, law firm, or governmental legal environment.

Responsibilities

• Provide administrative support, including word processing, scanning, copying, answering telephone calls, distributing incoming mail, routing departmental inquiries, managing office supplies, and maintaining electronic and hard-copy records.
• Coordinate calendars and communicate with internal and external contacts to schedule meetings and events; manage calendars for select attorneys.
• Serve as the principal point of contact with Company Directors and their assistants for scheduling Board and committee meetings, and assist Directors with access to Board materials and Company resources.
• Coordinate Board and other internal meeting logistics, including room and IT-resource scheduling, catering, and onsite setup and breakdown.
• Prepare or assist with preparing documents, including meeting attendance records and minutes.
• Maintain records and data in the Department’s matter management and contract management platforms.
• Make travel arrangements through the Company travel agent or directly with vendors.
• Prepare invoices for payment and process check requests and travel and business expense reimbursement requests.
• Prepare monthly estimates of accrued outside counsel expenses and assist with annual Departmental budget preparation.
• Perform other similar and related duties as required.

Benefits

• Health, dental, and vision coverage.
• Pension.
• 401(k).
• Health Savings Account.
• Life insurance.
• Paid time off.
• Eligible to participate in the annual incentive compensation program, contingent on company financial goals and individual performance.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior