Marketing and Legal Executive Assistant

Job Summary
Provides high-level administrative support to Group 1 Marketing and Legal leadership. Orchestrates calendars and workflows coordinates department initiatives and handles sensitive and privileged information. Balances priorities across both teams.

Scope and Reporting
Role is split between Marketing and Legal departments. Priorities are coordinated with each functions senior leader to meet deadlines and business needs with possible support to designated team members.

Executive and Operational Support
Manage calendars meetings travel and expenses for both leaders. Prepare and format executive-ready materials for internal and external meetings. Maintain document and approval systems with timely routing and version control. Track deadlines and deliverables across both departments. Plan department meetings offsites events and special projects with agendas materials logistics and follow-up. Handle sensitive confidential and privileged information with discretion.

Marketing-Specific Support
Support campaign calendars vendor/agency meetings creative reviews and launch checkpoints. Coordinate agency/vendor materials and route contracts with Legal. Prepare marketing presentations and dashboards; ensure consistent brand and messaging. Support event logistics and onsite coordination as needed.

Legal-Specific Support
Manage legal intake meeting coordination and deadlines for matters governance and regulatory calendars. Coordinate contract intake tracking routing signature and repositories; assist with templates. Prepare and maintain agendas minutes and action logs with proper version control and confidentiality. Coordinate outside counsel scheduling engagements onboarding and invoices per billing processes.

Process and Communication Excellence
Act as a hub for cross-functional communications with clear owners timelines and expectations. Anticipate needs resolve issues and escalate prioritization conflicts when needed.

Qualifications

• Bachelors degree in business administration communications or a related discipline; equivalent experience will be considered.
• Minimum of 5 years of experience supporting senior or executive leaders in a fast-paced corporate environment; experience supporting more than one executive or function simultaneously is strongly preferred.
• Demonstrated ability to manage multiple complex calendars prioritize competing demands and execute against tight deadlines.
• Excellent written and verbal communication skills with the ability to draft clear correspondence and produce executive-ready presentations and documents.
• High level of discretion and sound judgment with proven experience handling confidential and where applicable privileged information.
• Advanced proficiency in Microsoft Office (Outlook PowerPoint Word Excel) and collaboration tools (e.g. Teams Zoom); familiarity with AI as well as contract or document management tools and e-billing platforms is a plus.
• Strong relationship-building skills and a service-oriented mindset; able to work effectively with senior leaders cross-functional stakeholders and external partners.
• Proactive resourceful and detail-oriented with strong problem-solving skills and the ability to operate independently.

Preferred Experience

Experience supporting marketing and/or legal leadership.

Working Style and Expectations

Operates with ownership reliability and advance planning. Stays calm and solutions-oriented amid shifting priorities. Maintains organization accuracy and version control. Upholds professionalism confidentiality and privilege.