Executive Assistant to COO/General Counsel

Job Description

Job Description

This position supports the Federation’s mission and vision by demonstrating a commitment to exemplary member service, a collaborative spirit, equality, fairness, respect and leading the efforts to ensuring a safe, healthy, and positive environment that is free from abuse for all participants to train and compete in.

JOB SUMMARY :

The Executive Assistant to the Chief Operating Officer / General Counsel provides the necessary professional-level support for the COO / General Counsel.

This is a highly responsible administrative and professional role that requires a high degree of accuracy, accountability, attention to detail, and confidentiality.

This dynamic position requires a high level of discretion, strategic thinking, and the ability to manage multiple complex tasks simultaneously in a fast-paced environment.

This role ensures the smooth operation of the legal department and the office of the COO, facilitating communication and organizational efficiency at the highest level.

Duties and Responsibilities :

Executive Support : Provides comprehensive support to the COO / General Counsel, including managing schedules, preparing reports, and coordinating meetings.

Tracks COO / General Counsel projects and deadlines and ensures timely completion of those and replies to all emails.

• Strategic Planning : Assists in the development and implementation of legal and operational strategies and initiatives.
• Coordination : Facilitates communication and coordination between the legal department and other departments within the organization.
• Organization / File Management : Ensures that the COO / General Counsel stays organized and keeps pace with the timely completion of projects.

Maintains organized files and ensures punctuality, and that meetings begin and adjourn timely.

• Communication Management : Acts as a primary point of contact between the legal department and office of the COO and internal / external stakeholders, ensuring clear and effective communication.
• Meeting Coordination : Plans, organizes, and coordinates committee meetings, including agenda preparation and follow-up on action items.
• Document Preparation : Drafts, reviews, and manages correspondence, reports, presentations, and other documents, ensuring accuracy and confidentiality.
• Governance : Assists with the population of committees, Board / Committee orientation, elections, and other governance duties as assigned.
• Corporate Compliance : Manages the timely filing of business and charitable registrations. Assists with the preparation and performance of annual and quad audits.
• Project Management : Assists with special projects, conducting research and analysis as required, and ensuring timely completion.
• Travel Arrangements : Organizes and manages travel itineraries, accommodations, and related logistics for the COO / General Counsel.
• Confidentiality : Handles sensitive information with the utmost discretion and maintain the highest level of confidentiality.
• Managing and coordinating a variety of special projects and providing other support as requested by the COO / General Counsel.

The above list is a summary of the functions of the job and is not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties.

Required, Knowledge, Skills & Abilities :

Communication Skills : Exceptional verbal and written communication skills, with the ability to interact effectively with executives, clients, and other stakeholders.

Must have a high level of interpersonal skills including demonstrated tact and diplomacy to handle sensitive and sometimes difficult situations and people.

• Professionalism : Must exude professionalism at all times in appearance and demeanor.
• Excellent written and verbal communication skills required.
• Organizational Skills : Superior organizational abilities, with the capacity to manage multiple tasks and projects simultaneously.
• Discretion and Confidentiality : A high degree of discretion and the ability to handle sensitive information with the utmost confidentiality.
• Must have a keen attention to detail without losing focus on the big picture.
• Self-starter and takes initiative without a lot of oversight and follow-up and is collaborative and can work well on a team with others when necessary.

Education and Experience :

• Education : A bachelor’s degree in business administration, communications, legal studies, or a related field. Advanced certifications or degrees are a plus.
• Experience : A minimum of 10 years of experience in an executive support role, with a significant portion of that time spent supporting C-level executives.

Physical Requirements :

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 10 pounds and occasional lifting and / or moving up to 25 pounds. (Anything over 25 pounds requires a two-person lift)

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

We strongly encourage applications from black, indigenous, and people of color, women, people with disabilities, members of the LGBTQIA+ community, and other underrepresented and historically marginalized groups.

Disclaimer : This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee.

Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.