In this role, you will support the General Counsel and Secretary, along with support for Segment Leaders’ travel and calendars. In addition, you will have a reporting dotted line to the Executive Assistant to the President and CEO.

PRIMARY RESPONSIBILITIES

• Providing legal administrative assistance
• Extensive calendar management
• Meeting and event scheduling and coordination and executing project plans
• Creating correspondence
• Travel coordination, processing invoices and expense reports
• Document and presentation design and development, and a variety of other special assignments
• Providing back-up support to other executive administrative team members

DUTIES AND RESPONSIBILITIES

• Independently handles administrative duties and projects to include; but are not limited to composing general and executive correspondence, providing research, preparing confidential financial and legal reports.
• Works with third party systems as an administrator (NAVEX, Computershare, Broadridge, NYSE, Etc.).
• Prepares, organizes and archives materials and communications to the Board.
• Drafts simple resolutions, minutes and proofreads legal material.
• Maintains official corporate documents, reports and officer listings for all subsidiaries.
• Processes and maintains registrations for various corporate documents.
• Processes apostile and certification filings.
• Drafts responses to various legal requests.
• Drafts routine contracts.
• Has experience with the NYSE or NASDAC.
• Handles complex calendar management and meeting and event scheduling.
• Coordinates executive meetings by confirming meeting room availability gathering attendees’ availability or making travel arrangements.
• Prepares applicable meeting materials and applicable equipment such as telephone conference, projector, or other office technology.
• Develops and maintains procedures to ensure administrative duties and projects are completed in an efficient manner and within given deadlines. Documents procedures throughout the company as needed.
• Organizes and maintains confidential files and records of the Company with a high level of confidentiality.
• Independent judgment and appropriate capabilities are necessary to represent the leadership team.
• Assists with and in some cases initiates and completes reports and presentations for various internal and external meetings including PowerPoint presentations, Excel xpreadsheets, Power BI applications and video images.
• Performs analytical projects as required.
• Other assignments as requested and required.

MINIMUM REQUIREMENTS

• Ability to write effective clear and grammatically correct correspondence.
• Excellent communication skills including professional receptionist skills and telephone etiquette.
• Ability to maintain confidentiality.
• Ability and willingness to learn and understand our market, customers, products and supplier operations.
• Ability to operate with a sense of urgency and calmness under stress.
• Independent judgment and appropriate capabilities are necessary to represent the leadership team.
• Proactive and can work independently when assigned tasks and projects.
• Experience operating in a high-profile executive assistant position that interacts with all levels of management including senior executives and Board members.

 COMPETENCIES AND OTHER SKILLS

• Ability to proactively support multiple independent team members - thinking ahead and anticipating needs
• Must demonstrate effective verbal and written communication skills - keeping team members updated on status of requests
• Incumbent must be able to work independently and collaboratively as a team member
• Ability to meet multiple deadlines and priorities while maintaining a high level of quality and confidentiality
• Must demonstrate flexibility and adaptability to change, strong organizational skills with a process-improvement mindset and the ability to effectively prioritize workload
• High level of energy, quick learner and can-do attitude, comfortable working with confidential information

PREFERRED EXPERIENCE AND EDUCATION

• Post-secondary education, or equivalent on the job experience desired
• 3 years executive assistant experience, preferably in a legal setting
• Advanced PowerPoint, SharePoint and Teams skills
• Strong project management skills