Executive Assistant

Overview

We are looking for an experienced Executive Assistant to support our Legal and Finance team at our Home Office located in Roseville, MN. 

 

REPORTING STRUCTURE

The Legal and Finance Executive Assistant reports to the General Counsel and Chief Financial Officer. This position works collaboratively with PHS executives and key team members in PHS’s corporate office.

Responsibilities

This position serves as a strategic partner to the General Counsel (GC) and Chief Financial Officer (CFO), playing a pivotal role in supporting the legal and finance leadership teams. This position is responsible for managing and performing critical administrative and support functions, including corporate recordkeeping, generating various reports, state and regulatory filings, document support for corporate transactions, and traditional administrative support. Additionally, the Legal and Finance Support Specialist must effectively manage multiple tasks, priorities, and deadlines, exercise discretion in handling highly sensitive and confidential information, and communicate clearly with attorneys, vendors, and internal stakeholders at all levels.

 

Executive Support

• Provide high-level administrative and project support to the General Counsel (GC) and Chief Financial Officer (CFO), including calendar management, correspondence, document preparation, contract management, and record keeping, with exceptional attention to detail.
• Anticipate the needs of the GC and CFO, proactively identifying and resolving issues to enhance their efficiency and overall effectiveness.
• Manage competing demands on the GC and CFO’s time, ensuring efficient prioritization of their commitments. Manage multiple tasks, priorities, and deadlines efficiently while maintaining accuracy and attention to detail.
• Draft and edit high-level communications, including memoranda, presentations, reports, and other corporate documents.
• Coordinate and support meetings, prepare agendas, take minutes when requested, and ensure timely follow-up on action items
• Anticipate the critical path to completion of a task and establish and meet deadlines to achieve completion.

Executive Partnership

• Prepare and submit, as applicable, corporate filings such as corporate formation documents, annual renewals, tax applications and filings, insurance applications and renewals, state and federal licensure and certifications.
• Analyze and assemble records for business and financial transactions, including due diligence materials, corporate records, financial statements, and similar.
• Assist with preparation and submission of financial and regulatory filings, preparation of financial reports, and bookkeeping tasks.
• Manage records and filings concerning legal entities, including research for entities, initial and renewal filings, and other statutory and regulatory filings.
• Serve as a data steward for the corporate information database, particularly with regard to legal entity information and directors/officers.
• Support claims and litigation handling, including claim submission, coordination of document collection form record custodians, and similar tasks.
• Coordinate meetings, drafting correspondence, and preparing other memoranda and work products for legal and financial governance practices.

Qualifications

• Bachelor's degree in business administration, communications, or a related field required; post-graduate degree, certificate, or equivalent training or experience preferred, reflecting the advanced communication, strategic, and analytical skills required.
• Minimum of five years of experience working in legal and/or financial environments, with a demonstrated ability to collaborate effectively with diverse stakeholders in fast-paced, high-pressure settings while maintaining professionalism and discretion. Experience with corporate filings is desired.
• Outstanding written and verbal communication skills, with a talent for drafting polished and compelling materials.
• Familiarity with compliance processes, legal terminology, and financial reporting. High-level accuracy in drafting, editing, and reviewing materials.
• Proficiency in Microsoft Office Suite, virtual meeting platforms, and document management systems; demonstrated ability to learn and master enterprise software required.
• Strong relationship-building skills and the ability to interact effectively with a wide range of stakeholders;
• Proven ability to work collaboratively with cross-functional teams, fostering a culture of compassion, collaboration, and shared mission.
• Understanding of the unique needs of aging services, with a commitment to the f