Senior Legal Executive Assistant - Thousand Oaks CA

Military Spouse Corporate Career Network•Thousand Oaks, CA

8d•Onsite

About The Position

We are seeking a highly organized and proactive Senior Legal Executive Assistant to provide comprehensive administrative support to a Vice President of Law for the Development, Regulatory, Operations and Contracts Law Team (DROC), the DROC Law Team and Corporate Sustainability Team generally. The role requires exceptional judgment, discretion, organization, responsiveness, and the ability to anticipate needs in a fast-paced, global legal environment. The successful candidate will independently manage complex priorities, coordinate across functions, and support work involving research and development, regulatory, manufacturing and quality, real estate, construction and contracting matters. The ideal candidate will possess excellent organizational and communication skills, ability to anticipate business needs, and proficiency with the Microsoft suite of software.

Requirements

Associate’s degree and 4 years of administrative support experience OR High school diploma / GED and 6 years of administrative support experience
Experience supporting a Vice President or other senior executive in a large, complex organization; experience supporting multiple attorneys or senior leaders is strongly preferred.
Experience in a corporate legal department, life sciences company, regulated industry, or professional services environment.
Exceptional organizational and time-management skills, with demonstrated ability to anticipate needs, manage competing priorities, and meet deadlines with limited supervision.
Absolute discretion, sound judgment, tact, diplomacy, creativity, flexibility, and initiative in resolving issues and handling confidential information.
Advanced proficiency in Microsoft Outlook, Word, PowerPoint, Excel, Teams, OneDrive, SharePoint, and ChatGPT, with the ability to learn additional systems quickly.
Excellent written and verbal communication skills, including strong proofreading, editing, and document-formatting capabilities.
Strong project coordination skills and attention to detail, with a consistent record of accurate and timely execution.
Ability to build effective relationships and collaborate across functions, levels, and geographies.
Ability to work independently, exercise appropriate judgment, and identify when escalation or additional direction is needed.
Knowledge of legal terminology and familiarity with legal department operations, contracting processes, budget management, and outside counsel or vendor administration.

Nice To Haves

Amgen experience is a plus.

Responsibilities

Provide comprehensive, proactive administrative support to the Vice President, DROC attorneys and the Corporate Sustainability Team, serving as a trusted partner and central point of coordination.
Proactively manage complex calendars, resolve scheduling conflicts, optimize use of time, and ensure the attorneys are appropriately prepared for meetings and key decisions.
Coordinate domestic and international travel arrangements, including air, hotel, ground transportation, itineraries, and changes arising from evolving business needs.
Prepare and process expense reports and other administrative submissions accurately and in accordance with company requirements.
Plan and coordinate team, cross-functional, and external meetings, including agendas, pre-read materials, attendee lists, technology, facilities, catering, and follow-up actions.
Maintain awareness of global time zones and coordinate effectively with colleagues and business partners across regions.
Review, prioritize, and flag high-priority communications and pending approvals, as requested, and follow through to support timely completion.
Compose, edit, proofread, and format correspondence, presentations, reports, legal documents, and other materials with a high degree of accuracy and professionalism.
Organize and maintain electronic files, records, SharePoint sites, Teams channels, and other collaboration spaces to support efficient access, version control, and confidentiality.
Coordinate legal and business projects, track milestones and action items, and follow up with responsible stakeholders to support timely execution.
Assist with budget tracking, accruals, purchase orders, invoices, and coordination with Finance, Law Operations, outside counsel, consultants, and vendors, as applicable.
Support contract-related administrative activities, including document routing, signature coordination, status tracking, and maintenance of executed agreements and related records.
Conduct factual research and gather information at the direction of the attorneys.
Act as a professional liaison with internal stakeholders, including R&D, Regulatory, Operations, Quality, Finance, Human Resources, and Law Operations, as well as external stakeholders.
Maintain strict confidentiality and exercise sound judgment in handling sensitive legal, regulatory, business, and personnel information.
Provide backup support to other administrative professionals and assist the broader DROC team and Corporate Sustainability Team with ad hoc priorities as needed.
Manage multiple priorities in a continually changing environment while maintaining accuracy, responsiveness, and a high level of service.