Executive Assistant - Legal

Job Overview

The Executive Assistant will report directly to the Senior VP, General Counsel and provide personalized human-centered support and manage a variety of project work, administrative tasks, and assistance to the General Counsel and the Office of General Counsel leadership team. Key responsibilities include but are not limited to calendar management, travel arrangements, expense reconciliation, presentation preparation, project management of key initiatives as well as support daily time management. This individual is the consummate professional, a collaborative multi-tasker who exhibits a strong work ethic, is welcoming, enjoys building relationships and has exceptional communication skills.

Highlights of your role

• Extensive calendar management through Microsoft Outlook coordinating multiple calendars/schedules, acting as a liaison between internal and external contacts in planning and scheduling meetings and video/teleconferences. This will require a high level of discretion, initiative, and professional urgency.
• Resolves schedule conflicts and manages the intricacies of frequent adjustments of schedules.
• Provides meeting planning and scheduling support to direct reports and Legal Team, including facilitating coordination of meeting materials (agendas and presentations), technology needs/tech support, food/beverage catering, participant travel arrangements, and venue coordination.
• Coordinate all travel arrangements through the company's preferred travel site. Prepare executive(s) with all pertinent details for each trip ensuring thoroughness and thoughtfulness while remaining flexible to meet the needs of changing schedules.
• Supports the General Counsel’s role as Corporate Secretary, assisting with the preparation and communication of Board and Committee meeting scheduling, agendas, and pre-read reporting and content, coordinating and adhering to a rigorous schedule to ensure the smooth operation of Board functions
• Supports the General Counsel’s external board activities and commitments to various other trade and professional associations.
• Act as a liaison between executive office and individuals across the organization as well as a variety of external contacts including: customers, outside legal firms, and other organizations.
• Proactively anticipate business needs; conduct independent research, perform document analysis, prepare legal documents, correspondences, memoranda, e-mails and meeting notices.
• Supports key organizational initiatives for the Office of the General Counsel.
• Manage department budget expenditures and reconciliation of expenses for the General Counsel and Deputy General Counsel efficiently and effectively and approve direct report expenses and invoices.

Compensation

$67,000 - $90,000

You're a good fit if you have (or if you can)

• Human-centered approach to people and work; cultural fit with Marvin’s values
• Ambassador for Office of the General Counsel and first point of contact; approachable, collaborative and welcoming
• Exceptional written and verbal communication skills with the ability to interface professionally with individuals at all levels of an organization, both internally and externally.
• Demonstrated ability to multi-task and maintain accuracy when completing multiple assignments
• Self-starter and effective at working independently and in group/team settings; prioritizes and is a strong collaborator
• Proactively provides recommendations for more efficient and innovative ways to accomplish tasks
• Exceptional attention to detail and organizational skills
• Positive attitude and ability to maintain a high degree of professionalism, sensitivity, and discretion when dealing with confidential information
• Possesses a “can do” mindset and the flexibility to take on random projects and ad hoc tasks as necessary – must be comfortable with an ever-changing and evolving role based on the needs of the company
• Exhibits a high degree of professional maturity, trust and integrity, and cultivates these qualities in others
• Strong leadership and team management skills
• Facilitate feedback tools as needed (e.g., survey preparation and follow-up)
• Expert knowledge of social media, online marketing and internet culture
• Excellent computer and technical skills including a high level of competency in the Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint, Forms), Zoom and Adobe Acrobat
• Experience with Boardvantage or a similar board portal

Also want to make sure you have

• Post secondary degree in business, communications, legal or a related field
• Minimum of 5 years of senior executive-level administrative support experience

We invite you to See Yourself at Marvi