Executive Assistant - Legal and Compliance

Summary

The Legal, Compliance, Government and Audit (LGCA) function is seeking a highly experienced Executive Assistant to provide support to the Executive Vice President and General Counsel and his leadership team. This role will assist the EVP and General Counsel with planning, execution, project management, and building a strong culture within the team.  The candidate must be adaptable to changing needs and expectations on a situational basis and be prepared to handle urgent business matters as needed.  This role requires a high level of discretion and confidentiality regarding sensitive company matters.

Responsibilities

• Manages administrative details for the EVP and General Counsel (and to some extent, his leadership team), including vendor management and invoice processing and expense reports.
• Provides a bridge for smooth and professional communication between the EVP and General Counsel’s office with internal departments, the Board, and external providers.
• Prepares professional PowerPoint presentations, extracting data and information from Excel and Word for presentations to the Board of Directors, Sr. Leadership team, management and other partners.
• Responsible for excellence in meeting and event preparation, set-up, and follow-up, including preparing presentations/agendas/materials, documenting notes and coordinating follow-up items to completion. 
• Provide administrative support for Annual Meeting as needed.
• Board of Directors related responsibilities include managing the Board portal, managing the Board portal vendor relationship, including customer support, scheduling Board and Committee meetings, editing Board agendas, coordinating with multiple stakeholders to compile Board and Committee meeting books and coordinating director onboarding and offboarding. 
• Responsible for drafting and editing correspondence, such as employee announcements, company policies, and CHS leadership team communication.
• Responsible for coordinating travel arrangements and itineraries, and processing expense reports.
• Responsible for managing complex, busy calendars and resolving scheduling conflicts.
• Distribute LGCA Connections Newsletter
• Maintain LGCA organizational charts
• Orders and maintains office supplies.
• Manages LGCA equipment inventory, including coordinating provisioning of IT equipment for new employees.
• Set up vendors in SAP as needed
• Executes responsibilities using several platforms including OneDrive, Microsoft Teams, Microsoft Forms, Yammer, Concur, Coupa, Adobe Sign, TimeManager, Intelex (in addition to Office 365)
• Works closely with internal Executive Assistants
• Demonstrates sound judgment, deals calmly and effectively with high stress situations

Minimum Qualifications (required)

• 7+ years of executive administrative support experience
  

Additional Qualifications

• Experience providing executive level administrative support to a Legal executive
• Experience interacting with Board members
• Strong organizational and time management skills; must be able to handle multiple time sensitive projects and prioritize heavy workload to complete projects on time. 
• Advanced skills in Microsoft Office applications. 
• Professional, interpersonal and communication skills with high degree of integrity and confidentiality, ability to interact with all levels in the organization, customers and business partners. 
• Self-starter, able to take initiative and ownership of projects and see through to completion with limited or no supervision. 
• Strong attention to detail and solid proofreading and editing skills. 
• Solid business acumen.
• Ability to adapt to changing needs and expectations on a situational basis and be prepared to handle urgent business matters as needed.
• Ability to present information and respond to questions from managers, employees, and external partners.
  
• Pre-employment screening is based on the job requirements and industry guidelines and may or may not be required for the position. If required, selected candidates must pass pre-employment screenings to include all or a combination of drug, criminal, motor vehicle check, physical requirements and FMSCA Clearinghouse.

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