Executive Assistant, Chief Legal

Found in: beBee jobs US - 6 days ago

Highland, United States San Manuel Band of Mission Indians Full time

Under the direction of the Chief Legal & Compliance Officer (CLCO), the Executive Assistant is responsible for providing high-level administrative and professional executive support to the CLCO, Deputy General Counsel, and the Vice President, Enterprise Legal Compliance. This position enhances the executive effectiveness utilizing excellent communication and time management skills, through the execution of a variety of moderately complex administrative/coordination duties requiring sensitivity, initiative and independent judgment. The Executive Assistant also serves as the trained administrative support backup for the Legal Operations team, as needed.

Essential Duties & Responsibilities
1. Provides executive-level administrative support as assigned including drafting and finalizing presentations, PowerPoints, copying, printing, scanning, assembling documents, comparing documents, proofreading and correcting prepared documents. Processes administrative financial records and documentation, e.g., expense reports, check requests, and credit card reconciliation. Coordinates and organizes detailed calendars, meetings and events, reports, and agendas. Manages approved purchases, including reviewing and processing invoices for payment (including outside counsel invoices), and monitoring electronic invoicing matters. Handles calls, mail, guest visits and new hire onboarding. Coordinates executive attendance at senior leadership meetings, external conferences and special events. Makes business travel arrangements. Manages professional association membership and Minimum Continuing Legal Education (MCLE) arrangements, and performs other tasks, as required.

2. Proficiently uses all legal, compliance and other enterprise systems implemented across departments, including but not limited to Conga (contract management), Concur (travel management), Microsoft Project, Lawson (payment management) and SAI360 (compliance management). Participates in key projects, as assigned, for process improvement and system optimization, including document management system and legal billing system implementation. Supports the Executive Program Manager and other team members in project management and legal project management coordination, implementation, tracking and reporting.

3. Accurately establishes and maintains digital documents in electronic document management systems, such as HighQ, SharePoint, and other systems, as instructed. Assists with the coordination and management of multiple departments' documents in accordance with established tools and resources. Supports government and enterprise records retention and maintenance. Monitors and ensures department compliance with the Tribe's document retention policy and related requirements, including litigation holds.

4. Assists in triaging incoming legal service requests and/or approval requests to the CLCO, gathering internal client information, and storing documents. Communicates professionally and effectively with internal clients and other stakeholders to ensure the smooth flow of information. Builds and maintains positive relationships with internal clients and collaborative partnerships with our attorneys and support team, addressing inquiries and concerns promptly and effectively. Coordinates new matter creation in the matter management system. Responsible for inputting, retrieving and updating information using computerized or web-based databases.

5. Interacts with Tribal Citizens and Leaders, internal and external business associates, dignitaries, and inter-agency and political contacts with via telephone, email or in-person.

6. Provides backup support to other administrative team members when needed, and assists with onboarding training on Legal department processes and systems to new hires, as required.

7. Performs other duties as assigned to support the efficient operation of the Legal and Compliance Departments.

Education/Experience/Qualifications

  • High school diploma or GED is required.
  • Bachelor's degree in a related field is preferred.
  • A minimum of five (5) years progressive administrative support experience supporting senior executive levels; preferably in an in-house legal department or law firm required.
  • Must be adaptable to the varied schedule and changing priorities of the executives.
  • Strong computer skills with proven mastery of Microsoft Office Suite (Microsoft Outlook, Microsoft Excel, Microsoft Word, and Microsoft PowerPoint) are required.
  • Must have intermediate knowledge of legal terminology, syntax, and forms.
  • Demonstrated experience with legal document drafting is required.
  • Ability to prioritize deadlines, organize a diversified workload, and recommend office process improvements as necessary.
  • Excellent technical knowledge and hands-on experience in legal systems and tools for research (e.g. Lexis, Westlaw, Practical Law), ebilling, document management, contract management and IP management.
  • Ability to define problems, collect data, establish facts and draw valid conclusion. Exceptional planning and organizational skills with a quality focus and attention to detail and proactivity with ideas and recommendations for productivity and efficiency.
  • Extensive experience managing calendars for multiple individuals and determining the priority of meeting requests and events.
  • Exceptional verbal and interpersonal communication skills, grammar, business writing, and editing, proofreading, and presentation preparation skills.
  • Must be proactive and resourceful with the ability to work autonomously within scope defined by leadership.
  • Must exemplify the values of the Tribe and adhere to the highest standards of ethical business conduct and integrity.
  • Polished and professional demeanor in person, online and via phone.
  • Proven ability to exercise sound judgment and discretion, analyzing and resolving confidential, difficult and sensitive situations with grace, diplomacy and tact.
  • Ensures department confidence and safeguards operations by keeping information secure.
  • Ability to interact with all levels of the enterprise, including senior leadership and Tribal Citizens.
  • Ability to perform efficiently in a fast paced, high demand environment while demonstrating attention to detail, and an adaptable approach.


Certificates/Licenses/Registrations
  • At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license.
  • A qualified candidate/employee must have a valid driver's license with an acceptable driving record as determined by the company's insurance carrier.

San Manuel Band of Mission Indians and San Manuel Casino will make reasonable accommodations in compliance with applicable law.


As one of the largest private employers in the Inland Empire, San Manuel deeply cares about the future, growth and well-being of its employees. Join our team today

Source: Hospitality Online

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