Executive Assistant

The Executive Assistant will provide high-level administrative support for the Head of IT, General Counsel/CCO and Legal department as well as select Senior Leaders as assigned.  Conduct research, prepare reports, handle incoming information requests, prepare presentations, receive visitors, arrange conference calls, and schedule meetings. Prioritize and act with minimal direction and exercising good judgment.

Essential Functions/Job Duties & Responsibilities:

• Regular, in person attendance at designated company site is required to ensure necessary teamwork, personal interaction, and supervision.
• Manage and maintain Executive Leaders’ calendar; plan, schedule, organize and coordinate meetings, calls and activities to ensure no conflicts or issues arise.  
• Coordinate travel arrangements including air, hotel and transportation within the company guidelines for Executive Leaders, and other visitors, vendors, witnesses, or senior leaders as directed.
• Accurately prepare travel expenses and coordinate expense approval on a weekly basis for Executive Leader and expenses incurred on corporate cards as directed.
• Prepare in advance for meetings including greeting visitors, meals, and break arrangements.
• Digital Mail- Sort and route to appropriate recipients/departments.
• Perform accurately and within established deadlines for general administrative duties including but not limited to: data entry, photocopying, mailing, and filing. 
• Answer and return all phone calls in a professional and timely manner.
• Coordinate administrative projects and activities as determined by the Executive Leader; problem solve and maintain these projects from start through conclusion, e.g. department annual strategy meeting, department strategy goal initiatives, etc.
• Handle confidential and non-routine information, explain procedures and practices when necessary. 
• Provide support to the Legal team, including but not limited to:
  • Prepare and maintain corporate records, including minutes, resolutions, bylaws, organizational documents, and subsidiary filings.
  • Maintain state company registrations and coordinate the submission of annual reports, business licenses, and related filings.
  • Request Certificates of Good Standing as needed.
  • Serve as a resource to Center Directors and District Managers, responding to questions involving policies with legal implications (e.g., interpreting custody paperwork, court orders, and regulatory documentation).
  • Assist in maintaining Legal Inbox and Digital Mail routing for Legal department.
  • Assist with invoice documenting and coding of Legal billing.
  • Report new employment-related matters to the insurance carrier, open claims in the claim-management system and update information as needed.
  • Assist with collecting, organizing, and producing documents in response to subpoenas, discovery, and litigation-related requests.
  • Support communication and coordination with outside counsel, internal stakeholders, and insurance representatives.

Supervision:

• Position does not have direct reports

Education:

• High School diploma required
• Associate’s and/or bachelor’s degree strongly preferred

Experience:

• Must have minimum 5 years’ experience supporting C-Level Executives
• Legal experience a plus

Skills & Abilities (i.e. technical, knowledge, etc.):

• Excellent customer service and follow-up skills with both internal and external customers.
• Capable of working with frequent interruptions and changing priorities.
• Effective communication skills, written, verbal, and interpersonal.
• Proficient time management, organizational skills, and ability to meet established deadlines.
• Capable of coordinating and using DocuSign.
• Ability to represent in a professional manner and act as the voice of Executive Leadership.
• Exceptional attention to detail and accuracy.
• Capable of handling sensitive information in accordance with confidentiality policy and procedure.
• Ability to manage high volumes of work and adapt to changing priorities.
• Skilled in anticipating needs, identifying issues, and resolving routine Legal and Operational matters independently.
• Skilled in Microsoft suite of products including Word, PowerPoint, Excel, Outlook, Teams, etc.
• Demonstrate the ability to identify opportunities for continuous process improvement, propose new solutions, and implement.

Travel Percentage:
Less than 5%

Compensation and Benefits: