Executive Assistant/Legal Secretary

Job Summary

ELCO is currently looking for an executive assistant to be a supportive force who helps make our senior leadership more efficient. The ideal candidate will be a proactive problem solver with high emotional intelligence, exceptional communication skills, and meticulous attention to detail. This person should have experience working in an office environment, performing administrative duties, and providing support to senior management. We will rely on this individual to be flexible and consistent while maintaining the confidentiality of highly sensitive information.

Job Responsibilities:

• Provide office management/administrative support primarily for the General Counsel/Corporate Secretary (including direct reports) and provide additional support to executive team members as directed.
• Gather facts, analyze findings, and recommend solutions as appropriate and requested.
• Schedule and maintain appointments/meetings including reoccurring Board of Directors meetings, Board Committee meetings, Legal and Compliance Department meetings, webinars, presentations, and regular meetings with executives and others as needed.
• Coordinate completion and submission of meeting materials, reports, and presentations to ensure distribution sufficiently in advance of meetings.
• Take minutes for all meetings led by the Legal and Compliance Departments and Board of Director and Board Committee meetings.
• Follow-up with participants after meetings led by the Legal and Compliance Departments to ensure tasks assigned during the meetings are completed in a timely manner.
• Follow-up with executives after Board of Directors and Board Committee meetings to ensure tasks assigned during the meetings are completed in a timely manner.
• Assist with contract drafting and revisions.
• Assist with drafting and finalizing enterprise standard operating policies and procedures.
• Plan details of itineraries and make reservations in connection with (i) business travel for the General Counsel/Corporate Secretary and direct reports; and (ii) offsite meetings and retreats for ELCO’s Board of Directors and/or executives.
• Review and streamline office processes for optimum efficiency, including maintaining electronic files, and records.
• Assist with the coordination and management of Legal and Compliance department files and records in accordance with established tools and resources, such as Diligent, SharePoint, and DocuWare.
• Monitor and ensure Legal and Compliance departments comply with ELCO’s document retention policy and related requirements, including litigation holds.
• Establish and maintain systems for tracking and remaining current with complaint activities, contract approval, litigation, regulatory filings, regulatory inquiries and responses, and all other relevant matters.
• Perform other duties as assigned to support the efficient operation of the Legal and Compliance Departments.

Success Factors:

• Highly organized, detail oriented, able to set priorities and work in a fast-paced environment, manage time effectively and multitask with daily interruptions.
• Solid decision-making and problem-solving skills.
• Self-motivated, strong work ethic, positive attitude and ability to take direction.
• High emotional intelligence, and exceptional verbal and written communication skills
• Must be able to demonstrate initiative to thoughtfully and fully research and follow-up on non-standard situations to ensure compliance with company policies and procedures.
• Strong analytical skills with an ability to work well independently.
• Proficient in Microsoft 365 (Outlook, Word, Excel, PowerPoint, OneNote, Power Automate, Power BI, SharePoint, and other Microsoft applications)
• Desire and ability to become proficient in Diligent Boards, DocuWare, and Monday.com
• Ability to maintain confidentiality of sensitive information.

Qualifications:

• Bachelor's Degree and 3+ years relevant work experience
• Professional Administrative Certificate of Excellence, PACE, and/or Certified Administrative Professional, CAP, certification(s) a plus
• Advanced Excel, Power Automate, and Power BI skills preferred.
• Excellent verbal and written communication skills.
• Superior organizational skills and attention to detail
• Familiarity with legal research tools such as Lexis-Nexis and Westlaw
• Prior secretarial experience in the legal field
• Must have some knowledge of legal terminology.
• Demonstrated experience with legal document drafting is required.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the

essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

o Physical demands: Constant use of both hands, arms reaching handling/ grasping/fingering while keyboarding, using phone, calculator, and other office equipment, writing instructions, filing and performing other administrative duties. Employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

o Work Environment: The noise level in the work environment is usually minimal.

Benefits:

• Competitive Pay
• Company contributions towards employee and dependent health insurance
• Dental and life insurance plans paid 100% by ELCO
• Paid vacation and sick pay
• 401K Contribution
• Tuition Assistance
• Remote Work Opportunities
• 37-hour work week

Job Type: Full-time

Pay: $23.00 - $28.00 per hour

Expected hours: 37 per week

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Travel requirement:

• No travel

Ability to Relocate:

• Lake Bluff, IL: Relocate before starting work (Required)

Work Location: In person