Job Description
Job DescriptionWe are looking for a dedicated and detail-oriented Executive Assistant to support the General Counsel and Legal Department of our organization in New York, New York. This long-term contract position offers an exciting opportunity to contribute across multiple areas, including project coordination, legal assistance, and administrative support. The ideal candidate will thrive in a fast-paced environment, managing diverse tasks with precision and professionalism.
Responsibilities:
• Coordinate and oversee various projects within the Legal Department, ensuring tasks are tracked, action items are identified, and deadlines are met.
• Facilitate communication between the Legal Department and other teams by organizing meetings, preparing agendas, capturing notes, and following up on action items.
• Manage the process of obtaining electronic and physical signatures for contracts, including notarization when necessary.
• Maintain and update legal templates, ensuring compliance with internal and external standards.
• Conduct research on local and international regulations, corporate governance, and document authentication requirements.
• Assist with corporate governance activities, such as drafting resolutions and preparing meeting minutes.
• Organize and manage the Legal Department’s shared drives and information repositories.
• Provide day-to-day administrative support to the General Counsel, including calendar management and travel arrangements.
• Coordinate vendor procurement processes and liaise with the Finance team to handle invoices, track expenditures, and manage petty cash.
• Organize and maintain paper and electronic filing systems for legal documents and departmental records.• Proven experience as an administrative or executive assistant, legal assistant, paralegal, or in a similar role.
• Strong research skills with a background in legal procedures and regulations.
• Exceptional organizational skills and attention to detail.
• Ability to work independently, manage large workloads, and meet tight deadlines.
• Excellent verbal and written communication skills.
• Problem-solving abilities with a proactive approach to addressing challenges.
• Willingness to learn new concepts and skills, particularly in legal and administrative fields.
• Proficiency with Microsoft Office 365 applications (Word, Excel, PowerPoint, Outlook, SharePoint, Teams) and other tools like Zoom, Monday.com, and DocuSign.