Executive Assistant

Job description

Job Description: PURPOSE Reporting to the General Counsel and in accordance with organizational policies and procedures, the Executive Legal Assistant provides high-level administrative and operational support to the General Counsel and the Legal Department. This role ensures efficient coordination of legal priorities, manages sensitive information with discretion, and facilitates communication between internal stakeholders and external partners. ESSENTIAL FUNCTIONS Manage the General Counsel’s calendar, appointments, schedules, travel arrangements, and correspondence. Prepare and review expense reports. Responsible for answering and returning telephone calls to the General Counsel and the legal department 800-number. Responsible for triage of the legal department’s mailbox, including logging requests, assignments, and preparing reporting related to metrics around team workload, projects, etc. Responsible for providing administrative support functions to the legal team. Review, prioritize, and route incoming communications (physical mail and email). Draft, proofread, and prepare legal documents, memos, letters, and presentations. Prepare and distribute meeting notifications, agendas, and supporting materials. Obtain signatures and route documentation for approvals. Coordinate logistics for internal and external meetings, retreats, including virtual access, meal orders and conference room set-up. Assist with preparation of board-related materials when legal input is required. Attend meetings and record minutes, track action items. Maintain compliance with governance protocols and documentation standards. Support legal team projects, including research and compilation of data for reports. Conduct research related to legal entities and assist with filing annual reports and statutory filings; ensure all statutory agent invoices are charged to the appropriate entity. Maintain organized systems for legal files, records, and electronic documents (e.g., M-Files, Workday). Collaborate with other departments to ensure alignment of legal priorities. Manage off-site corporate documents and oversee retention policy compliance with regards to off-site storage. Support implementation of organizational initiatives and compliance processes. Performs other duties as assigned. EXPECTATIONS Demonstrates skill in managing multiple tasks, priorities, and deadlines. Demonstrates the ability to be discreet and handle confidential and highly sensitive information with the utmost care. Demonstrates the ability to communicate clearly and effectively, both verbally and in writing, with attorneys, vendors, and internal team members at all levels. Shares learned knowledge, with the ability to create a culture of growth, development, collaboration and accountability. Demonstrates the ability to establish and maintain effective partnerships within and outside the organization while consistently adhering to high standards of ethical behavior, confidentiality, and professionalism Demonstrates and maintains a positive, professional manner, manages time efficiently and effectively, provides leadership as a role model to promote a team approach, collaborates and participates in policy creation and appropriate problem-solving methods. Must adhere to all policies, procedures, terms and conditions set forth in the National Church Residences’ Employee Information Guide (EIG), the Code of Conduct, as well as any facility handbook, including but not limited to, corporate compliance, drug free workplace, safe work practices, all federal, state, local regulations and laws. With respect to Resident/Client Rights, ensure all care is provided with respect and dignity for the residents/clients, their families and the staff. Reports all complaints made by residents/clients and/or families to the appropriate supervisors, reports all allegations of abuse, misappropriation of funds/resident property and/or any other corporate compliance, drug free workplace, safe work practices, all federal, state and local regulations and laws. Completes all annual education requirements timely, including but not limited to Compliance, Privacy, Security and HIPAA training and exhibits behavior as set forth by the Code of Conduct in the performance of their duties. Performs other duties as assigned. On-site role, working at National Church Residences’ corporate offices. JOB SPECIFICATION SHEET Education: Associates degree or equivalent work experience. Experience: 3+ years of experience in an Executive Assistant-level role or equivalent; previous law firm or corporate legal department experience preferred but not required Mental: Must have excellent communication, comprehension, and interpersonal skills. Must have the ability to speak, read, write and understand English, as well as the ability to make self-understood. Skills: Must have excellent computer skills with basic professional computer software (Microsoft Office suite, Windows, Smartsheet, SharePoint, etc.) and the capacity for learning new software systems quickly. Must be self-directed with excellent organizational skills and the ability to manage tasks and assignments concurrently. Must have strong motivational skills and a high emotional intelligence quotient (EQ) Travel: Occasional Licensure: Driver License Vision: Normal: Consistent with standard workflow. Working Conditions: Office based Consequences of Errors: Substantial. High monetary responsibility. Supervision Received: General supervision: All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ancestry, military status, disability, genetic information and/or any other characteristics protected by applicable law.