Executive Assistant

2 months ago

Piscataway, United States Frink Hamlett Legal Solutions, Inc. Full time
Job DescriptionJob Description

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 information
  • Prepares initial drafts of legal documentation for review including GC/CCO’s correspondence, memoranda, presentations, governance items, and other documentation
  • Prepares budgets and forecasts for the department and manage the day-to-day budget process.
  • Manages bills and other payments
  • Independently directs communication with the company's management to pursue department goals and properly safeguard sensitive items
  • Manages relationships with department vendors, including negotiation on terms of service, pricing, and resolution of disputes
  • Supports the office recruitment process, including placement posting relevant to the legal market and manage the onboarding process for new hires
  • Assigns tasks and provide direction to one full-time junior administrative staff member in coordination with the GC/CCO
  • Prepares and documents financial information in an audit-ready manner in the annual and monthly budget forecasts
  • Maintains the GC/CCO’s appointments schedule and oversee domestic and international travel arrangements
  • Provides office management support with respect to office wide meetings, including identification of onsite and offsite vendors, negotiation, and meeting coordination
  • Fulfills other tasks as assigned


​​​Requirements:

  • Bachelor’s degree in a liberal arts/sciences, strongly preferred
  • A certificate in paralegal studies is helpful.
  • 10+ years of relevant business experience which includes 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 plus
  • Experience working in a scientific intellectual property environment, a plus
  • Experience in a customer-focused business environment.
  • Strong attention to detail
  • Legal and compliance research
  • Statistical, operational, strategic, and/or financial planning and reporting
  • Gathering, analyzing, interpreting, reporting and benchmarking legal and compliance data
  • Project 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 efforts
  • Excellent communication and interpersonal skills, in person and through electronic media
  • Exceptional exercise of discretion and confidentiality with respect to highly sensitive information
  • Ability to balance multiple priorities and meet deadlines
  • Technologically 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 issues
  • Experience creating and producing grammatically correct, error-free electronic and paper legal documents, correspondence, reports, research, meeting minutes, and presentations
  • Ability 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.

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