Executive Assistant - Operations

Location - will require regular travel to an office location when needed. Must be able to commute to New York, Chicago, or Waltham, MA offices.

Overview

We are currently seeking a dynamic Executive Assistant who is coachable, adaptable and has a strong desire to learn on the job. Candidates should have a broad spectrum of interest and be comfortable with technology.

In this hybrid role, you will support senior executives in our Global Law and Compliance Department (GLCD) as well as legal operations for department initiatives, projects and events. As a key member of the GLCD team, you will collaborate with colleagues across divisions, regions and functions.

Responsibilities

• Provide support for designated senior executives in the GLCD as well as legal operations for department initiatives, projects and events
• Assist the privacy operations team with managing the corporate privacy mailbox, scheduling calls and planning logistics for in-person privacy meetings and conferences
• Assist with project management, including the tracking and reporting of significant department initiatives
• Work with the legal operations team to coordinate special activities, on and off-site meetings and presentations within the GLCD
• Prepare and edit reports, presentations, memos, letters and other documents, using Microsoft Office Suite and other relevant software and tools
• Create efficiencies, leverage ideas and foster community spirit by supporting the GLCD’s Knowledge Management intranet
• Schedule, monitor and coordinate calendar requests, make travel arrangements and manage expenses
• Complete daily administrative functions such as purchasing supplies, taking meeting minutes, preparing and processing invoices and other duties as directed
• As needed, support the immigration management team with clerical tasks, such as filing, copying, scanning and mailing.

Qualifications

• A minimum of five years of administrative, operations or project management experience; preferably in a large scale, global matrix corporate structure
• Ability to work on multiple projects simultaneously and flexible in handling changing priorities
• Ability to develop strong working relationships with key partners of the GLCD, including IT, HR, Events Management and Facilities
• Ability to think ahead, predict upcoming requests and take initiative
• Expert in Microsoft Office Suite, SharePoint and other relevant software and tools
• Proficient in Microsoft Excel (pivot tables, formulas, sorting/filtering and data entry)
• Previous experience in independently designing and preparing presentations using Microsoft Excel, Visio and PowerPoint
• Self-starter and proactive in performing tasks and seeking guidance
• Attention to detail, precise and quality-oriented
• Strong communication, writing, proofreading and formatting skills

The above statements are intended to describe the general nature and level of work being performed by most people assigned to this job. They are not intended to be an exhaustive list of all duties and responsibilities and requirements.

Compensation:

Target salary range CA, CT, CO, HI, NY, WA: $61,650-$85,200