The Executive Assistant is responsible for providing executive support to the General Counsel and typically manages different and conflicting objectives, projects, and/or activities at once. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced environment. The position requires a high level of competency on administrative and clerical support skills, technology, and interpersonal and written and verbal communication skills. A high sense of confidentiality and trust is required due to the sensitive nature of the information to which this position is exposed. This individual will play an integral role in driving success in within the legal department through various projects, including technology initiatives.
KEY OBJECTIVES AND RESPONSIBILITIES:
Provide executive administrative and strategic support to the General Counsel.
Assist with planning quarterly legal meetings which may include agenda planning, food and travel reservations and other tasks.
Manage day to day operations of the legal team, including intake of all internal/external requests and workload management; process notices of claims and service of legal process.
Tracking high priority initiatives for the General Counsel and identifying any obstacles.
Communicating initiative status to the appropriate parties, pulling in other executives or team members as necessary.
Seek opportunities to create efficiencies and reduce administrative burden.
Serve as administrator of legal technologies, including Brightflag, ContractPodAi, Legal Hub (Sharepoint), and Legal Intake system.
Monitor legal spend and proactively report to the General Counsel on trends or changes in planned spend. Collaborate with the Finance Department in developing, managing, and forecasting the annual legal budget.
Work with outside counsel to onboard them to ebilling system, developing and enforcing legal billing guidelines, implementing engagement letters for new matters, evaluating current counsels and identifying areas for improvement and cost management.
Compile and analyze data relating to budgets, spend, litigation, contract management, and matter management to prepare dashboards, success metrics, analytics, and reports for various audiences.
Liaise with various functions across the Company, including Finance, Quality and Warranty, to build established relationships and collaborate on projects and company-wide initiatives.
Prepare documents and outgoing mail as necessary (writing and editing skills required).
Arrange conference calls and schedule meetings.
Handle incoming and outgoing communications, as needed.
Draft meeting minutes, as needed.
Support company-wide automation activities.
Provide high-level support by conducting research, preparing dashboards and reports, and handling information requests.
Manage and calendar meeting requests, requiring interaction with internal and external executives and assistants, as well as consultants, using judgment and discretion.
Oversee and manage travel schedules and reservations.
Prepare and submit expense reports and manage approval stages.
Do vendor setup and process invoices, charging to appropriate cost centers and GL codes.
Participate in company committees and initiatives, as requested.
CULTURE LEADERSHIP:
Acts as a catalyst for aligning teams around core strategies and priorities
Fosters a culture, including ways of working and behaviors, which is congruent with our mission, values, and Behaviors & Mindsets
Serves as a role model and champion for employee engagement and retention efforts
Discrete, agile-minded, direct communicator, highly organized, and committed to the vision and values
Confident but humble; willing to support and elevate team efforts with a "roll up sleeves" attitude to get the job done
Highly resourceful; strong emotional intelligence, self-motivation, with high-level analytical skills
Willingness to work hard and take direction, but also demonstrate curiosity, adaptability, and quick study to learn the business, meet evolving priorities, and contribute to our continuous improvement culture.
Tact, diplomacy and consistent persistence are essential qualities.
Positive energy while being adaptable to changing priorities.
Unquestionable personal code of ethics, integrity, confidentiality, and trust.
High sense of urgency and reliability
Exceptional written and verbal communication skills with a high degree of tact and confidentiality.
Extreme attention to detail.
EDUCATION AND WORK EXPERIENCE REQUIREMENTS:
Experience with technology implementation and administration
Experience managing budgets and identifying cost reduction opportunities
Experience with claims preferred but not required
Excellent oral and written communication skills
Detail-oriented; ability to review and understand accounting or financial information
Proficient with Microsoft Office Programs, Teams, and Adobe Pro
Bachelor's degree required.
5 years in a corporate environment or 3 years in a business analysis capacity.
Proven experience in supporting C Suite leaders and departments.
Well organized and detail oriented with an ability to multi-task and produce error-free work.
Innovative and creative, with excellent communication, presentation and interpersonal skills.
Excellent time management, organizational and communication skills.
Experience managing multiple assignments / projects with overlapping priorities with the pressure of short deadlines.
Hands-on mentality, entrepreneurial and pragmatic, self-driven.
Structured and systematic way of working.
High level of tact, integrity, assertiveness and flexibility.
A strong but calm presence, confidence and a combination of gravitas and humility.
Experience with project management.
Experience with technology implementation and change management.
If interested, email David Block at david@hertnerblock.com.