Executive Assistant/Paralegal

4 weeks ago

New York, New York, United States F. Schumacher Full time
Job Summary

We are seeking an experienced Executive Assistant/Paralegal to join our team at F. Schumacher & Co. This role will provide high-level administrative support to our C-suite executives, as well as assist with various legal and business-related tasks.

Key Responsibilities
  • Executive Support: Assist C-suite executives with daily scheduling, including managing meetings, travel arrangements, and event planning.
  • Presentation Preparation: Collect materials and create presentations for monthly Town Halls and Director's meetings.
  • Travel Coordination: Arrange travel and accommodations for the C-Suite, ensuring all logistics are efficiently handled.
  • Lead Special Projects: Oversee the planning, execution, and delivery of high-priority projects, ensuring alignment with organizational goals.
  • Develop Company-Wide Communications: Craft clear and engaging messaging for internal and external audiences, including newsletters, announcements, and press releases.
  • Event Organization: Plan and organize workshops, offsite meetings, and quarterly Board of Directors meetings, as well as virtual Director's meetings.
  • Event Planning: Organize and coordinate monthly happy hours, employee recognition events, and yearly holiday parties (both in-person and virtual).
  • Expense Tracking: Monitor and track expenses for the CEO budget, ensuring accurate reporting and reconciliation.
  • Gift Coordination: Order and send monthly employee recognition gifts, and coordinate company-wide holiday gifts.
  • Material Distribution: Manage the distribution of materials to Board members, VIPs, and other stakeholders.
Paralegal Responsibilities
  • Collects, Compiles, and Organizes Evidence: Collects, compiles, and organizes evidence and legal documentation for outside counsel review.
  • Research Case-Related Factual Issues: Research case-related factual issues using in-house files and outside reference sources, such as laws, regulations, and legal decisions and articles.
  • Drafts Licensing Agreements: Drafts licensing agreements.
  • Prepares Patent and Copyright Applications: Prepares patent and copyright applications, and tracks their status.
  • Assists with IP Application Submission: Assists with IP application submission.
  • Manages and Updates Contract Database: Manages and updates contract database to ensure all contracts are appropriately tracked.
  • Collects and Manages Legal Counsel Invoices: Collects and manages legal counsel invoices, coding to appropriate budget and submitting for payment.
Requirements
  • 5-7 years of experience as an Executive Assistant or similar role, supporting senior executives.
  • 3-5 years of Paralegal experience.
  • Excellent organizational and multitasking skills with strong attention to detail.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Outlook calendar management.
  • Exceptional written and oral communication and interpersonal skills.
  • Ability to handle sensitive information with discretion and confidentiality.
  • Strong problem-solving skills and the ability to work independently.
  • Flexibility to adapt to changing priorities and handle unexpected tasks.
  • Must be able to function effectively in a busy, team-oriented environment.
  • Associate's degree from an ABA-approved paralegal education program or a bachelor's degree preferred.
  • Certification, such as designation as a NALA Certified Paralegal or Advanced Certified Paralegal, National Federation of Paralegal Associations (NFPA) Registered Paralegal, or National Association for Legal Support Professionalism (NALS) Professional Paralegal, a plus.
  • Past work experience and training under the supervision of a licensed attorney.
Benefits
  • Competitive Salary
  • Corporate Annual Profit Sharing
  • 401K Plan
  • Dental Coverage
  • Medical Coverage
  • Prescription Drug Plan
  • Vision Coverage
  • Health Savings Account (HSA)
  • TELADOC
  • 25 Days Paid Time Off (PTO)
  • 10 Company Holidays
  • Bereavement Leave
  • Life Insurance
  • Flexible Spending Accounts (FSA)
  • AFLAC Plans (Accident and Critical Illness Plans)
  • Pet Insurance
  • Short-Term Disability (STD)
  • Long Term Disability (LTD)
  • Parental Medical Leave
  • Child Bonding Leave
  • Employee Discount

F. Schumacher & Co. is an Equal Opportunity Employer committed to diversity, inclusion, and equality in the workplace. All qualified applicants will receive consideration for employment without regard to sex, race, color, age, national origin, religion, physical and mental disability, genetic information, marital status, sexual orientation, gender identity/assignment, citizenship, pregnancy or maternity, protected veteran status, or any other status prohibited by applicable national, federal, state or local law.

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