Job Description: Executive Assistant to the Chief Administrative Officer and Co-General Counsel
Position Overview:
We are seeking a highly organized, proactive, and experienced C-Suite Executive Assistant to provide comprehensive support to our Chief Administrative Officer and Co-General Counsel within the Legal department. The ideal candidate will be capable of managing a wide range of administrative tasks, possess exceptional communication skills, and have a strong background in providing direct C-suite support within legal, risk management, or real estate environments. This role requires a keen attention to detail, the ability to handle confidential information with discretion, and the flexibility to adapt to the dynamic demands of a fast-paced legal team.
Key Responsibilities:
- Administrative Support: Manage the Chief Administrative Officer and Co-General Counsel's calendar, appointments, and travel arrangements, ensuring optimal time management and efficiency. Prepare and coordinate meetings, conference calls, and video conferences, including agendas, materials, and follow-up actions.
- Communication: Serve as a point of contact and liaison for internal and external stakeholders, effectively conveying information, responding to inquiries, and handling correspondence on behalf of the Chief Administrative Officer and Co-General Counsel. Draft, review, and proofread emails, documents, presentations, and other materials as required.
- Document Management: Organize, maintain, and update legal documents, contracts, agreements, and other pertinent materials. Ensure version control and easy retrieval of documents when needed.
- Research and Analysis: Conduct legal research and gather information to support the Chief Administrative Officer and Co-General Counsel's decision-making processes. Summarize findings and present relevant data in a concise and easily understandable format.
- Confidentiality: Handle sensitive and confidential information with the utmost discretion and professionalism, maintaining a high level of confidentiality at all times.
- Project Coordination: Assist in managing various legal projects, tracking deadlines, monitoring progress, and facilitating communication among team members. Collaborate with cross-functional teams to ensure seamless execution of initiatives.
- Meeting Facilitation: Attend meetings, take accurate minutes, and distribute summaries and action items to relevant stakeholders. Follow up on action items to ensure timely completion.
- Office Management: Assist in the day-to-day operations of the legal office, including ordering supplies, managing expenses, and coordinating with IT support for equipment needs.
- Ad Hoc Responsibilities: Undertake additional tasks and responsibilities as assigned by the Chief Administrative Officer and Co-General Counsel to support the efficient functioning of the legal department.
Qualifications:
- Bachelor's degree in related field preferred.
- 3+ years of previous experience as an executive assistant directly supporting C-Suite executives is highly desirable.
- Previous experience as an executive assistant providing direct support within legal, risk management, or real estate environments is preferred.
- Strong familiarity with legal terminology, processes, and documentation is a plus.
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and legal research tools.
- Excellent written and verbal communication skills.
- Exceptional organizational skills and attention to detail.
- Ability to manage multiple tasks simultaneously and meet deadlines.
- Demonstrated ability to handle sensitive and confidential information with discretion.
- Strong interpersonal skills and ability to work collaboratively in a team environment.
- Proactive attitude, resourcefulness, and a willingness to take initiative.
- Adaptability to changing priorities and a fast-paced work environment.
