Executive Assistant

ROLE DESCRIPTION SUMMARY

Reporting to the Chief Legal Officer you will apply critical thinking and agility while providing quality support to the Legal Department and backup assistant to the Chief Executive Officer.

PRIMARY RESPONSIBILITIES / KEY RESULT AREAS

• Executive Assistant to Chief Legal Officer
  • Manage calendar and schedule
  • Book and support travel arrangements, and track all relevant travel information and documentation including travel profiles, travel visa’s, etc.
  • Track and file expense reports
  • Coordinate meetings, logistics, food, materials and equipment
  • Manage contacts
  • Support CLO in board meeting activities

• Backup CEO’s Assistant
  • Flexibility in office hours occasionally to support CEO/CLO in early mornings or late afternoons
  • Support CEO and other exec admins to coordinate schedules and coverage

• Legal Department Duties
  • Support department Senior Vice Presidents (SVPs) and Vice Presidents (VPs) travel arrangements and calendar
  • Administer legal bills in Legal Tracker and other systems, as needed; open, submit and close matters; review /correct coding’s and stuck invoices; for new vendors send new vendor and tax forms for completion and submit completed forms to Accounts Payable; research outstanding invoices
  • Submit check request payment for invoices that are not in Legal Tracker or cannot be paid on the Pcard
  • Prepare materials as needed for dissemination, presentations, reports, publication, etc.
  • Manage department supplies
  • Oversee hard copy storage
  • Support department budget management, including monthly law firm accruals
  • Handle and track PCard use for department expenses
  • Register and assist visitors as required
  • Support paralegals – apostille, signatures, filings, etc.

• General Administrative Support
  • Coordinate with other administrative assistants for consistent support and ensure smooth operation of all departments

COMPETENCIES

• Excellent communication, activie listening (verbal and written) and interpersonal skills
• Excellent planning and organisational skills
• Excellent attitude and agility to adapt in real-time to changing priorities
• Attention to detail, quality, execution
• Maintain confidentiality and integrity

QUALIFICATIONS & EXPERIENCE

• High School graduate
• A minimum of 7 years of recent, relevant experience providing quality executive and administrative support
• Strong MS Office Suite skills
• This role is subject to ITAR/EAR; candidates must be a US Person (this includes US Citizen, Permanent Resident or Protected Individual such as an asylee or refugee)

The salary range for this position is $95,000 - $108,000