Executive Assistant - Legal (Temp/NYC).324
Frink Hamlett Legal Solutions, Inc. - , NJ
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A global professional services association seeks an experienced Executive Assistant to join their team on a long-term, temporary basis. The assignment is scheduled to last until the end of the year with the possibility of permanent conversion for the right candidate. The position is hybrid in New York City with an hourly rate of $35-$40. Primary Duties:The Executive Assistant will support the General Counsel and Chief Compliance Officer and the Legal and Compliance Department through a variety of tasks that require careful balancing of multiple competing goals and the handling of sensitive matters pending within the Legal & Compliance Department. The Executive Assistant will provide a high level of personal and customer support while building and maintaining internal and external professional relationships on behalf of the GC and CCO, the Legal Department, and the Company. The functions in a role that requires the careful and thoughtful treatment of highly confidential and sensitive information. The Executive Assistant also acts as the department office manager and manages the onboarding process of new hires. The position involves conducting research, drafting legal documentation, preparing reports, budgets, and payments, handling information requests, negotiating with Department vendors, resolving disputes with vendors, engaging with Board members and staff on pending matters, and performing administrative functions such as receiving visitors, arranging conference calls, making travel arrangements, and scheduling meetings. The Executive Assistant will also monitor the work of lower-level administrative employee(s).Additional duties include the following:Handles and processes confidential and sensitive informationPrepares initial drafts of legal documentation for review including GC/CCO's correspondence, memoranda, presentations, governance items, and other documentationPrepares budgets and forecasts for the department and manage the day-to-day budget process.Manages bills and other paymentsIndependently directs communication with the company's management to pursue department goals and properly safeguard sensitive itemsManages relationships with department vendors, including negotiation on terms of service, pricing, and resolution of disputesSupports the office recruitment process, including placement posting relevant to the legal market and manage the onboarding process for new hiresAssigns tasks and provide direction to one full-time junior administrative staff member in coordination with the GC/CCOPrepares and documents financial information in an audit-ready manner in the annual and monthly budget forecastsMaintains the GC/CCO's appointments schedule and oversee domestic and international travel arrangementsProvides office management support with respect to office wide meetings, including identification of onsite and offsite vendors, negotiation, and meeting coordinationFulfills other tasks as assigned"‹"‹"‹Requirements:Bachelor's degree in a liberal arts/sciences, strongly preferredA certificate in paralegal studies is helpful.7-10+ years of relevant business experience which includes 3-5+ years of experience supporting a key executive, preferably in a corporate legal environment including the management of confidential information. Prior experience working with legal and compliance programs and professionals is strongly desired. Experience working in a start-up environment, a plusExperience working in a scientific intellectual property environment, a plus Experience in a customer-focused business environment. Strong attention to detailLegal and compliance researchStatistical, operational, strategic, and/or financial planning and reportingGathering, analyzing, interpreting, reporting and benchmarking legal and compliance dataProject and task management, including skills in defining requirements, translating requirements into measurable goals and outcomes, documenting milestones and desired outcomes, planning and scheduling implementation activities, coordinating and developing communication plans, and planning for and providing information sharing sessions with internal and external clients Analysis and management of administrative processes and quality effortsExcellent communication and interpersonal skills, in person and through electronic mediaExceptional exercise of discretion and confidentiality with respect to highly sensitive informationAbility to balance multiple priorities and meet deadlinesTechnologically savvy knowledge worker who seeks out technology solutions to business challenges. Specific technology knowledge and experience needed to produce the desired outcomes include Apple iWork (Notes, Numbers, Keynote) and Microsoft Office Suite (Word, Excel, PowerPoint) and related applications, Google environment (Gmail, Google drive, etc.), and relational databases Ability to engage, direct, manage and resolve vendor relationship issuesExperience creating and producing grammatically correct, error-free electronic and paper legal documents, correspondence, reports, research, meeting minutes, and presentationsAbility to edit documents for content clarity with excellent proof-reading skills Frink-Hamlett Legal Solutions is an equal employment opportunity employer and all applicants will receive consideration for employment without discrimination based on race, color, creed, national origin, sex, age, disability, marital status, sexual orientation or citizenship status.
Created: 2024-09-23