Executive Assistant, Legal and Compliance

Position Summary

We are seeking a detail-oriented, organized and proactive Executive Assistant to support our Legal and Compliance teams.  This role will report into the Corporate Vice President, General Counsel & Secretary and is critical in ensuring the smooth operation of the Legal and Compliance departments by providing high-level administrative support and managing key operational tasks.  The ideal candidate is discreet, communicative, and able to balance multiple priorities while exercising sound judgment in a fast-paced environment.

This role is based at our Wayne, PA office.  The selected candidate is expected to work onsite a minimum of 3 days per week.  Please note: the in-office requirement is subject to change based on evolving business needs.

Principal Responsibilities

Executive Support:
•    Provide day-to-day administrative support to the Corporate Vice President, General Counsel & Secretary and the Corporate Vice President, Chief Compliance Officer, as well as members of the Legal and Compliance functions, including but not limited to:
o    Business travel planning and coordination
o    Expense reporting and reconciliation 
o    Organize and prepare materials for internal and executive-level meetings including Board of Directors, Executive Meetings, and Compliance briefing committees
o    Calendar management, meeting scheduling, and coordination of executive-level activities
•    Act as a liaison between leadership and their direct reports to share information and deadlines as needed, with follow up on status of assignments to leadership team members or other stakeholders.
•    Uphold a strict level of confidentiality and handle sensitive information with the highest level of discretion.

Meeting & Communications Management:
•    Prepare meeting agendas, take and distribute minutes, track action items, and proactively follow up to ensure deadlines and deliverables are met.
•    Draft, edit, and format presentations, reports, and other documents (Word, Excel, PowerPoint) in support of organizational objectives.
•    Coordinate communications, including maintaining distribution lists, sending internal updates, responding to inquiries, and supporting email management.

Department Operations & Project Support
•    Support operations for both departments, including basic document review, recordkeeping, photocopying, mailings, and maintaining department supplies.
•    Maintain organized and confidential department files, records, and documentation.
•    Collaborate with other administrative assistants to ensure smooth coordination of activities and information flow across the functions.
•    Assist with special projects, initiatives, and ad hoc requests for the Legal and Compliance teams.
•    Support cross-functional projects by maintaining action trackers, scheduling project activities, preparing summaries and reports, and ensuring progress is documented.

Vendor & Finance Coordination:
•    Serve as the point of contact for Legal billing matters.  Coordinate billing and invoice processes for the Legal department, including but not limited to:
o    Reviewing and processing outside counsel invoices
o    Liaising with vendors and internal finance teams to ensure timely and accurate billing/processing
o    Track budget and spend against the legal forecasts; provide legal spending reports 
o    Maintain records of billing agreements
•    Submit and monitor vendor invoices for the Compliance Officer and budget tracking and updates to finance as required. 
•    Coordinate translation services, as requested, with online vendor. 

Additional Responsibilities:
•    Assist with other duties, special projects and initiatives as assigned. 

Education / Experience Requirements

•    Bachelor’s degree; relevant experience may be considered in lieu of a degree.
•    Minimum three years of experience in an administrative, coordinator, or support role.  Experience within a Legal, Compliance, Corporate or healthcare related field is a plus. 
•    Experience with expense and billing systems.

Specialized Skills / Other Requirements

•    Excellent communication skills (interpersonal, verbal, and written) 
•    Excellent organization skills and attention to detail.
•    Ability to handle highly confidential information with discretion.
•    Strong time management skills and problem-solving skills.
•    Ability to efficiently handle multiple tasks on tight deadlines.
•    Proficiency with Microsoft Office applications, with an emphasis on Word, Excel, Outlook and PowerPoint.
•    Ability to conduct business in a professional manner and maintain composure during stressful situations.
•    Ability to perform duties with initiative and exercise sound judgment.
•    Ability to work effectively both independently and as part of a team.
•    Ability to recognize problems, make recommendations and in some cases, independently resolve and implement solutions.

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