Job Opportunities Executive Admin Assistant & Legal Operations Support

Executive & Legal Administrative Support

• Provide comprehensive executive support to senior legal leadership including communications planning and calendar management meeting coordination travel expense reporting.
• Coordinate complex planning and scheduling across multiple time zones and global stakeholders.
• Prepare presentations legal reports spreadsheets and correspondence using Microsoft Office Suite.
• Provide administrative and logistical support to the CEOs office for special meetings throughout the year.
• Support global executives with travel logistics and admin support during visits.

Paralegal Legal Operations & Corporate Governance

• Maintain corporate records and support corporate governance including entity documentation filings recordkeeping and board resolutions to ensure adherence to internal policies and regulatory requirements.
• Compile and analyze monthly contract reporting extracting data from internal systems to track contract volume attorney activity and turnaround time.
• Support attorneys with preparation review and management of corporate and legal documents.
• Support streamlining processes related to pre-qualifications corporate seal requests and officer signatures.
• Collaborate with paralegals to establish best practices and troubleshoot operational issues.
• Coordinate the annual collection and reporting of Legal department budget and performance metrics partnering with cross-functional teams to compile reconcile analyze and prepare reports.

Financial Reporting & SAP Operations

• Manage Year End accrual reporting in coordination with Finance.
• Prepare monthly legal/commercial billing reports and product liability financial reports.
• Perform SAP reconciliation including invoice processing and discrepancy resolution.
• Execute weekly extraction and transfer of invoices from Legal Tracker into SAP ensuring all batches are accurately processed and reconciled.

Procurement Vendor Management & Evaluation

• Participate in evaluation and selection of legal vendors AI tools and third-party providers.
• Conduct vendor analysis evaluating functionality user experience cost efficiency and service quality.
• Identify cost-saving opportunities and improvements to increase program utility.
• Manage relationships with vendors including Veritext MCS CT Corporation CaseGlide and ThoughtRiver.

Large Meeting & Event Planning

• Plan and execute biennial Americas Legal Team meeting including sourcing venue selection agenda development travel coordination and full execution.
• Support planning and execution of annual large-scale corporate meeting (225 attendees) including venue sourcing food and beverage planning hotel registration flights logistics team building
• meeting app coordination and event materials.
• Coordinate additional corporate legal and compliance meetings ensuring seamless execution.

Department Engagement & Training

• Plan and coordinate team-building activities milestone celebrations onboarding events and holiday gatherings.
• Coordinate CLE training sessions and on-site software training.

Systems & Tools

• Utilize systems including SAP Legal Tracker Thought River CaseGlide SAP Veritext CT Corp. and Microsoft Office Suite

Education

• Bachelors degree preferred;

Experience

• Minimum of seven (7) years of experience supporting senior executives in a fast paced administrative or executive assistant capacity with significant paralegal responsibilities; 10 years strongly preferred

Certifications & Licenses

• Paralegal certificate and notary designation a plus

• Fully vested 401k match up to 7% of total eligible compensation.
• Competitive Medical Dental and Vision Plans - Effective from first day of hire.
• 3 weeks vacation which increases with tenure 7 sick days 3 floating holidays and8 Company Observed Holidays.
• Tuition Reimbursement - Eligible after 6 months of service.
• Parental Leave 100% base pay for 6 consecutive weeks within first year of achilds birth or adoption.
• A wide range of development opportunities to boost your professional and leadership growth.

Base Salary $71600 - $89500 paid hourly

The above represents the typical salary range for this position. Revisions to the range may be considered based on your experience education location demonstrated skills and alignment with business priorities. Please note that the compensation listed reflects only base salary and does not include variable incentives or benefits. This position is eligible for an annual bonus based on performance.