C-Suite Executive Assistant

Job Description : Executive Assistant to the Chief Administrative Officer and Co-General Counsel

Position Overview :

We are seeking a highly organized, proactive, and experienced C-Suite Executive Assistant to provide comprehensive support to our Chief Administrative Officer and Co-General Counsel within the Legal department.

The ideal candidate will be capable of managing a wide range of administrative tasks, possess exceptional communication skills, and have a strong background in providing direct C-suite support within legal, risk management, or real estate environments.

This role requires a keen attention to detail, the ability to handle confidential information with discretion, and the flexibility to adapt to the dynamic demands of a fast-paced legal team.

Key Responsibilities :

Administrative Support : Manage the Chief Administrative Officer and Co-General Counsel's calendar, appointments, and travel arrangements, ensuring optimal time management and efficiency.

Prepare and coordinate meetings, conference calls, and video conferences, including agendas, materials, and follow-up actions.

Communication : Serve as a point of contact and liaison for internal and external stakeholders, effectively conveying information, responding to inquiries, and handling correspondence on behalf of the Chief Administrative Officer and Co-General Counsel.

Draft, review, and proofread emails, documents, presentations, and other materials as required.

Document Management : Organize, maintain, and update legal documents, contracts, agreements, and other pertinent materials.

Ensure version control and easy retrieval of documents when needed.

Research and Analysis : Conduct legal research and gather information to support the Chief Administrative Officer and Co-General Counsel's decision-making processes.

Summarize findings and present relevant data in a concise and easily understandable format.

• Confidentiality : Handle sensitive and confidential information with the utmost discretion and professionalism, maintaining a high level of confidentiality at all times.
• Project Coordination : Assist in managing various legal projects, tracking deadlines, monitoring progress, and facilitating communication among team members.

Collaborate with cross-functional teams to ensure seamless execution of initiatives.

Meeting Facilitation : Attend meetings, take accurate minutes, and distribute summaries and action items to relevant stakeholders.

Follow up on action items to ensure timely completion.

• Office Management : Assist in the day-to-day operations of the legal office, including ordering supplies, managing expenses, and coordinating with IT support for equipment needs.
• Ad Hoc Responsibilities : Undertake additional tasks and responsibilities as assigned by the Chief Administrative Officer and Co-General Counsel to support the efficient functioning of the legal department.

Qualifications :

• Bachelor's degree in related field preferred.
• 3+ years of previous experience as an executive assistant directly supporting C-Suite executives is highly desirable.
• Previous experience as an executive assistant providing direct support within legal, risk management, or real estate environments is preferred.
• Strong familiarity with legal terminology, processes, and documentation is a plus.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and legal research tools.
• Excellent written and verbal communication skills.
• Exceptional organizational skills and attention to detail.
• Ability to manage multiple tasks simultaneously and meet deadlines.
• Demonstrated ability to handle sensitive and confidential information with discretion.
• Strong interpersonal skills and ability to work collaboratively in a team environment.
• Proactive attitude, resourcefulness, and a willingness to take initiative.
• Adaptability to changing priorities and a fast-paced work environment.
9 days ago