Executive Assistant - Legal \u0026 Compliance

Summary: The Executive Administrative Assistant reports to the Senior Vice President (SVP) of Legal & Compliance and Vice President (VP), Associate General Counsel for Litigation while also supporting the rest of the Legal & Compliance team in the Austin office. The Executive Administrative Assistant will be responsible for administrative duties, as outlined below.

Essential Duties and Responsibilities:

  • Screen calls for SVP and VP and arrange conference calls;
  • Proactive calendar management which includes scheduling internal and external meetings and appointments for and with department(s) personnel;
  • Prepare, edit and proofread correspondence, memorandum, reports, projects, proposals, etc.;
  • Proofread and edit materials produced by Legal & Compliance, this includes our department newsletter announcements;
  • Schedule and plan travel, including details of itinerary, transportation, lodging, etc.;
  • Maintain vendor contracts and track proper billing;
  • Prepare and submit expense reports on behalf of department personnel;
  • Assist department personnel with PTO tracking;
  • ;
  • Process invoices and coordinate payment with the Accounting Department;
  • Greet scheduled visitors;
  • Track and order department(s) equipment and supplies;
  • Plan and organize department team functions and morale events;
  • Review and route incoming and outgoing mail;
  • Miscellaneous projects as assigned;
  • Serve as back-up and additional support to management of other departments; and
  • Other duties as assigned.

Knowledge, Skills, and/or Abilities:
  • Proficiency with Microsoft office products including Word, Excel, Outlook and PowerPoint;
  • Knowledge of Internet and ability to research and retrieve information;
  • Understanding of departments, Company and team’s role in the organization;
  • Ability to interact well with internal and external customers;
  • Strong oral and written communications skills;
  • Strong problem solving skills;
  • Strong organizational skills and ability to prioritize tasks;
  • Strong grammatical and proofreading skills
  • Strong attention to detail;
  • Ability to maintain strict confidentiality in regard to work performed;
  • Ability to multi-task and adjust to changing priorities in a fast-paced environment;
  • Ability to meet deadlines; and
  • Ability to maintain positive attitude.

Education and/or Experience:
  • 2 years of experience as a senior or executive administrative assistant
  • College degree or equivalent industry related experience preferred
  • Legal and/or financial services industry experience preferred

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