Executive Assistant to Chief Financial Officer

We are working with a large, dynamic company that needs an Executive Assistant for its team. The Executive Assistant is responsible for providing executive support to the General Counsel as well as other executives and is required to manage different and conflicting objectives, projects, andor activities at once. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced environment. The position requires a high level of competency on administrative and clerical support skills, technology, and interpersonal and written and verbal communication skills. A high sense of confidentiality and trust is required due to the sensitive nature of the information to which this position is exposed.KEY OBJECTIVES AND RESPONSIBILITIES:Provide executive administrative and strategic support to the General Counsel and other executives.Assist with planning quarterly legal meetings which may include agenda planning, food and travel reservations, and other tasks.Manage day-to-day operations of the legal team, including intake of all internalexternal requests and workload management; process notices of claims and service of legal process.Track high-priority initiatives for the General Counsel and identify any municate initiative status to the appropriate parties, pulling in other executives or team members as necessary.Seek opportunities to create efficiencies and reduce administrative burden.Serve as administrator of legal technologies, including Brightflag, ContractPodAi, Legal Hub (Sharepoint), and Legal Intake system.Monitor spend and proactively report to executives on trends or changes in planned spend. Collaborate with the Finance Department in developing, managing, and forecasting the annual legal budget.Work with outside counsel to onboard them to e-billing system, develop and enforce legal billing guidelines, implement engagement letters for new matters, evaluate current counsels and identify areas for improvement and cost pile and analyze data relating to budgets, spend, litigation, contract management, and matter management to prepare dashboards, success metrics, analytics, and reports for various audiences.Liaise with various functions across the Company, including Finance, Quality, and Warranty, to build relationships and collaborate on projects and company-wide initiatives.Prepare documents and outgoing mail as necessary (writing and editing skills required).Arrange conference calls and schedule meetings.Handle incoming and outgoing communications, as needed.Draft meeting minutes, as needed.Support company-wide automation activities.Provide high-level support by conducting research, preparing dashboards and reports, and handling information requests.Manage and calendar meeting requests, requiring interaction with internal and external executives and assistants, as well as consultants, using judgment and discretion.Perform Contract Lifecycle Management administration.Oversee and manage travel schedules and reservations.Prepare and submit expense reports and manage approval stages.Conduct vendor setup and process invoices, charging to appropriate cost centers and GL codes.Participate in company committees and initiatives, as requested.CULTURE LEADERSHIP:Acts as a catalyst for aligning teams around core strategies and priorities.Fosters a culture, including ways of working and behaviors, which is congruent with our mission, values, and Behaviors & Mindsets.Serves as a role model and champion for employee engagement and retention efforts.Acts as discrete, agile-minded, direct communicator, highly organized, and committed to the vision and values.Confident but humble; willing to support and elevate team efforts with a "roll up sleeves" attitude to get the job done.Demonstrates resourcefulness; strong emotional intelligence, self-motivation, with high-level analytical skills.Willingness to work hard and take direction, but also demonstrate curiosity, adaptability, and quick study to learn the business, meet evolving priorities, and contribute to our continuous improvement culture.Demonstrates strong positive attitude while being adaptable to changing priorities.Demonstrates unquestionable personal code of ethics, integrity, confidentiality, and trust.Acts with high sense of urgency and reliability.Demonstrates exceptional written and verbal communication skills with a high degree of tact and confidentiality and extreme attention to detail.EDUCATION AND WORK EXPERIENCE REQUIREMENTS:Experience managing budgets and identifying cost-reduction opportunities.Experience with claims preferred but not required.Excellent oral and written communication skills.Detail-oriented; ability to review and understand accounting or financial information.Proficient with Microsoft Office Programs, Teams, and Adobe Pro.Bachelor's degree required.5 years in a corporate or law firm environment.Proven experience in supporting C Suite leaders and departments.Well organized and detail-oriented with an ability to novative and creative, with excellent communication, presentation, and interpersonal skills.Excellent time management, and organizational and communication skills.Hands-on mentality, entrepreneurial and pragmatic, self-driven.Experience with technology implementation and change management.If interested, email David Block at .

Created: 2024-11-06