Legal Executive Assistant

Position Title: Legal Executive Assistant Type: Contract to Hire Hours: Monday-Friday, 8:00 AM - 5:00 PM (with occasional overtime) Salary: $75,000 - $85,000 (Exempt)

Position Overview: The Executive Assistant will provide high-level executive support to the General Counsel, managing multiple projects, conflicting priorities, and diverse tasks in a fast-paced environment. The ideal candidate is highly organized, self-motivated, and capable of independently managing workload and prioritizing tasks. This role requires advanced administrative, clerical, and technology skills, along with strong written and verbal communication abilities. Given the confidential nature of the work, maintaining discretion and trust is essential. The Executive Assistant will also play a key role in supporting legal department initiatives, including technology-related projects.

Key Responsibilities of the Legal Executive Assistant:

• Provide comprehensive executive and strategic administrative support to the General Counsel.
• Coordinate quarterly legal meetings, including agenda preparation, travel, and catering arrangements.
• Oversee daily operations of the legal team, including intake management and workload coordination; process legal claims and notices.
• Track and report on high-priority initiatives for the General Counsel, addressing obstacles as they arise.
• Communicate project and initiative status to relevant parties, including executives and team members.
• Identify and implement opportunities to improve efficiencies and reduce administrative burden.
• Administer legal technologies, including Brightflag, ContractPodAi, Legal Hub (SharePoint), and the Legal Intake system.
• Monitor legal spend, report on trends, and collaborate with Finance on budget forecasting and management.
• Work with outside counsel on e-billing setup, enforce billing guidelines, and oversee cost management efforts.
• Analyze data related to budgets, legal spend, litigation, and contract management to create dashboards, reports, and performance metrics.
• Collaborate with departments such as Finance, Quality, and Warranty to foster relationships and support company-wide initiatives.
• Prepare and edit documents, arrange conference calls, and handle incoming and outgoing communications.
• Draft meeting minutes and support company-wide automation initiatives.
• Conduct research, prepare reports, and manage information requests for the General Counsel.
• Manage and coordinate meeting requests, ensuring proper interaction with internal and external executives, consultants, and assistants.
• Oversee contract lifecycle management and ensure timely administration.
• Manage travel arrangements and reservations.
• Prepare, submit, and track expense reports, and oversee the approval process.
• Set up vendors and process invoices, ensuring proper allocation to cost centers and GL codes.
• Participate in company committees and initiatives as needed.

Qualifications of the Legal Executive Assistant :

• Bachelor's degree or equivalent experience preferred.
• Must have experience working with legal documents
• 5 years of experience in a corporate setting or 3 years in a business analysis role.
• Proven experience supporting C-suite executives and departments.
• Experience with technology implementation and administration.
• Strong budget management skills, including identifying cost-saving opportunities.
• Experience with claims management (preferred but not required).
• Excellent verbal and written communication skills.
• Detail-oriented, with the ability to review and interpret financial and accounting data.
• Proficient in Microsoft Office, Teams, and Adobe Pro.
• Highly organized and detail-oriented, capable of multitasking and maintaining accuracy under pressure.