We are looking for an accomplished, highly organized, proactive, and detail-oriented Administrative Assistant to provide comprehensive support to our executive team, particularly legal and finance. This role requires exceptional professionalism, discretion, and the ability to manage a wide range of administrative and executive support tasks. The ideal candidate will be a self-starter with excellent communication and problem-solving skills, capable of working independently and collaboratively within a fast-paced environment. The role will report to the Chief Legal Officer (CLO).
Responsibilities:
• Manage calendars, including scheduling meetings, appointments, and conference calls, resolving scheduling conflicts, and ensuring the team is well-prepared.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Organize and maintain electronic and paper files, ensuring confidentiality and easy retrieval of information.
• Serve as a point of contact between internal/external stakeholders, including other executives, legal counsel, and external vendors.
• Assist in the preparation of board meeting materials, legal documents, and reports.
• Maintain minute books and corporate records; keep filings up to date with the Secretary’s of State.
• Track contract lifecycles, coordinate signatures and track pending matters.
• Process invoices, track budgets, and assist with other financial administrative tasks as needed.
• Maintain office supplies and ensure the smooth operation of the executive offices.
• Handle confidential information with the utmost discretion and professionalism.
• Assist with special projects and other tasks as assigned by the CLO.
Qualifications:
• Experience: Minimum 3 years in an executive assistant or senior administrative role supporting C-Suite executives; exposure to legal, finance or professional-services environments strongly preferred.
• Communication: Impeccable written and verbal English; able to draft concise minutes and polished client correspondence.
• Technical Proficiency: Advanced MS Office (particularly Excel, PowerPoint & Outlook). Familiarity with contract-management or ERP platforms (e.g., Oracle Fusion, DocuSign) is an advantage.
• Judgement & Integrity: Demonstrated ability to handle privileged and market-sensitive information with discretion.
• Organization & Prioritization: Proven track record of juggling multiple deadlines in a fast-moving setting while maintaining precision.
• Education: Associate’s or Bachelor’s degree desirable; paralegal certificate and notary commission is a plus.
