Sr. Legal Administrative Assistant

Newark, CA 94560

Posted: 04/22/2019 Employment Type: Contract-to-Hire Industry: Administrative and Corporate Support Job Number: 15543

Sr. Legal Administrative Assistant

Newark, CA

 

Position Summary:

The Sr. Legal Administrative Assistant, reporting to the SVP, General Counsel and Corporate Secretary, will provide administrative support and other assistance to the SVP, General Counsel and Corporate Secretary and other members of the Legal Department. In this highly visible role, the Sr. Legal Administrative Assistant will manage critical and extremely confidential information and must consistently operate at and demonstrate the highest degree of ethical professionalism.  The Sr. Legal Administrative Assistant will have the ability to enhance the productivity of the legal department and contribute across the whole organization.  This role will also provide limited support to the Vice President, Human Resources and Head of People on an as needed basis.

 

Responsibilities:
  • Manage day-to-day operations of all office activities effectively and organize processes and work flow for the SVP, General Counsel and Corporate Secretary
  • Proactively manage the SVP, General Counsel and Corporate Secretary’ s calendar to prioritize meetings and requests
  • Provide legal filing support including organization of correspondence, documents and legal files including litigation matters
  • Manage communication for the legal department including incoming telephone calls, and mail and email correspondence (both soft and hard copies), ensuring telephone calls and mail are appropriately triaged
  • Coordinate and schedule internal and external meetings, including department meetings, staff meetings, and outside law firm and vendor meetings
  • Assist with activities related to Corporate Secretarial function including drafting, organizing, tracking proofreading and archiving of board minutes and resolutions
  • Assist with the preparation of presentation materials for board and committee meetings as appropriate
  • Facilitate meetings by creating structured agendas, preparing PowerPoint slides, preparing and distributing meeting materials, coordinating A/V and telecom meeting equipment, and ensuring connectivity of remote participants
  • Arrange and coordinate all business travel including booking flights, hotels, ground transportation with detailed itineraries (preparing hardcopies and using travel apps)
  • Organize, submit, and track expense reports and purchase orders accurately and promptly
  • Compose internal and external correspondence, organizational updates, and routine communications
  • Provide general office support, including filing, photocopying, scanning, faxing, and preparing and scheduling overnight shipping/delivery services
  • Anticipate needs and provide high-level, tailored support to other Legal Department members and VP, Head of Human Resources and Head of People on an as needed basis
  • Serve as a Legal Department “ ambassador” to reinforce the department’ s commitment to excellence, collaboration and the Company’ s values
  • Resolve complex problems and exercise good discretion and judgment
  • Serve as a partner and back-up to other executive assistants on key projects and on an as-needed basis
  • Make high level contacts of a sensitive nature inside and outside the company

Qualifications:
  • 10+ years relevant legal or other C-Suite administrative assistant experience with at least 4+ years in a biotech or pharmaceutical company’ s legal department and/or relevant experience in a law firm with a Life Sciences practice preferred.
  • Demonstrated ability to work across departments, collaborate and find creative solutions to challenges.   
  • Prior experience supporting the General Counsel and Corporate Secretarial function preferred.

Requirements:
  • Excellent writing and editing skills
  • Excellent organization skills including ability to maintain paper and electronic files, manage projects, track multiple deadlines, maintain calendars, schedule meetings, organize events and ensure offices are orderly and accessible with efficient and well-designed filing systems
  • Ability to maintain confidential information
  • Strong work ethic, good judgment and professional maturity
  • Excellent interpersonal skills and effective oral and written communication skills
  • Flexible, with ability to multi-task, prioritize projects and manage deadlines
  • Well organized self-starter who is proactive in soliciting and taking on projects and solving problems
  • Possesses a working balance of both efficiency and detail-orientation
  • Impeccable integrity
  • Good sense of humor
  • Strategic thinker able to think big while managing the details
  • Gravitas in managing at all organizational levels
  • Experience supporting Corporate Secretarial function including drafting, tracking and organizing minutes preferred
  • Notary Public preferred
  • Systems: Strong MS Office, Excel, Power Point and SharePoint experience.  Concur or similar expense reporting system

 

Required Degrees: BS/BA/Associate’ s Degree or equivalent work experience

Jesse Ashworth

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