Legal Department Executive Assistant
The Corporate Assistant is responsible for a broad range of administrative support activities supporting Legal Department leadership, including the Executive Vice President, General Counsel; the Senior Vice President, Chief Regulatory Counsel; and the First Vice President, Deputy General Counsel
Duties and Responsibilities
- Provide confidential administrative support to Legal Department leadership
- Prepare, format and proofread communications, reports, memos, presentations, letters, and other documents for internal/external audiences.
- Coordinate meetings and conference calls with internal staff, Board members, Management Committee and regulators
- Assist in the preparation of documents for Board of Director, Management Committee or other internal or external meetings
- Support the Office of the Corporate Secretary with preparation and review of Board of Directors and Committee materials in advance of Board and Committee meetings.
- Manage external vendor invoices and track and report on department budgets and expenses
- Assist with detailed regulatory filings
- Answer phone calls and direct calls to appropriate parties or take messages
- Maintain meeting calendar for Legal Department leadership and out-of-office calendar for Legal Department
- Research, plan, and coordinate internal department meetings and team building events
- Arrange and organize travel for Legal Department leadership
- Sort and distribute incoming correspondences
- Perform general clerical duties, such as ordering supplies, and maintaining records
- Exhibit expert level application and use of PowerPoint, Word, and Excel with high competence and ability to utilize other software programs, technologies, digital and mobile communication tools
- Other duties as assigned
- Exceptional professionalism and must be comfortable maintaining the confidentiality of sensitive information regarding the company and personnel
- Excellent interpersonal skills to maintain effective working relationships with peers, internal clients, management, Board members and regulators
- Exceptional verbal and written communication skills
- Excellent organizational skills for setting priorities, working on multiple tasks simultaneously, and meeting deadlines for time sensitive tasks with little to no supervision
- Able to perform tasks with a high degree of accuracy and attention to detail, as well as able to take initiative and anticipate needs as situations and projects develop
- Able to use professional judgment for problem solving and decision making
- Able to learn, understand and utilize new software programs and technologies
- Knowledge of administrative and clerical procedures
- Advanced knowledge of Microsoft Office Programs such as: Microsoft Outlook, Microsoft Word, PowerPoint, and Excel
- 5 or more years of experience supporting senior executives
- Experience working within a legal department preferred
- Experience working within a highly regulated environment preferred
- Bachelor’s degree (or equivalent) preferred.
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