Executive Assistant

Executive Assistant

Location: Cary, NC (100% in office)

Hours: Monday-Friday 8a-5p

Pay: Depending on experience

Position Overview: The Executive Assistant will provide high-level support to the General Counsel, managing multiple, often conflicting, priorities, projects, and activities. The ideal candidate will be self-driven, professional, and adept at handling a fast-paced workload, ensuring tasks are prioritized effectively. This role demands advanced administrative and clerical skills, as well as proficiency in technology, communication, and interpersonal interactions. A high level of confidentiality and trust is essential due to the sensitive nature of the information managed. This position plays a critical role in the success of the legal department, contributing to various projects, including technology initiatives.

Key Responsibilities of the Executive Assistant:

• Offer executive and strategic administrative support to the General Counsel.
• Organize quarterly legal meetings, including agenda planning, travel arrangements, and catering.
• Oversee the daily operations of the legal team, managing internal/external requests and workload, and processing legal notices and claims.
• Track and report on high-priority initiatives, addressing any obstacles and coordinating with relevant team members as needed.
• Identify opportunities to enhance efficiencies and reduce administrative workload.
• Administer legal technologies such as Brightflag, ContractPodAi, Legal Hub (SharePoint), and the Legal Intake system.
• Monitor legal spending trends and collaborate with Finance on budget forecasting, management, and reporting.
• Work with outside counsel to implement e-billing systems, enforce billing guidelines, and improve cost management.
• Compile and analyze data on budgets, legal spending, litigation, and contract management for reporting and decision-making purposes.
• Liaise with departments across the company, including Finance, Quality, and Warranty, to build collaborative relationships and support company initiatives.
• Prepare, edit, and send correspondence and documents as needed.
• Schedule meetings and arrange conference calls.
• Manage incoming and outgoing communications and draft meeting minutes when required.
• Support company-wide automation initiatives and provide research, reports, and dashboards.
• Manage and coordinate meeting requests, utilizing discretion when interacting with internal and external stakeholders.
• Oversee travel arrangements, including reservations and scheduling.
• Submit expense reports and manage approval processes.
• Handle vendor setup, invoice processing, and cost center/GL code charging.
• Participate in company committees and initiatives as needed.

Leadership and Culture:

• Align teams around key strategies and priorities.
• Promote a culture consistent with the company's mission, values, and behaviors.
• Serve as a role model for employee engagement and retention efforts.
• Exhibit a positive, flexible, and resourceful attitude with a strong sense of ethics and confidentiality.
• Demonstrate emotional intelligence, curiosity, and adaptability in learning the business and contributing to ongoing improvement efforts.
• Show initiative, reliability, and attention to detail, maintaining a high sense of urgency.

Education and Experience:

• Bachelor's degree preferred or equivalent experience.
• Minimum of 5 years in a corporate setting or 3 years in business analysis.
• Proven experience supporting senior leadership (C-suite) and departmental operations.
• Experience with technology implementation and administration.
• Budget management experience, with a focus on cost reduction opportunities.
• Claims experience is a plus but not required.