Executive Assistant To Chief Administrative Officer / Co-General Counsel

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

Position Overview:

We are seeking a highly organized, proactive, and experienced Executive Assistant to provide comprehensive support to our Chief Administrative Officer / 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 legal 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 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 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 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 Co-General Counsel to support the efficient functioning of the legal department.

Qualifications:

• Bachelor's degree in Law, Business Administration, or related field preferred.
• Previous experience as an Executive Assistant in a legal environment is highly desirable.
• Strong familiarity with legal terminology, processes, and documentation.
• 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.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Application Question(s):

• The position is 100% onsite in the Office in Aventura FL. Are you able to commute to this location daily?
• How proficient are you with using Microsoft products? (Excel, Word, Outlook, Suite, etc) Please add any other software you are experienced with using that may be helpful for this role.

Education:

• Bachelor's (Preferred)

Experience:

• Legal administrative: 1 year (Preferred)
• Executive Administrative support: 2 years (Preferred)

Ability to Relocate:

• Aventura, FL 33180: Relocate before starting work (Required)

Work Location: In person