Executive Assistant & Legal Billing

$70,000 - $80,000/Yr

Crocs - Broomfield, CO

Full-time - Mid Level

Broomfield, CO

Leather and Allied Product Manufacturing

About the position

We are seeking a highly organized and proactive Executive Assistant to support our legal team and assist with legal billing processes! This position, reporting to the SVP, General Counsel, requires exceptional multitasking abilities, attention to detail, and a comprehensive understanding of administrative and legal billing functions. The ideal candidate will play a crucial role in ensuring the smooth operation of executive tasks and billing activities for the legal team within our corporate office. In this role, you will handle and maintain executive calendars, scheduling meetings, appointments, and travel arrangements, while remaining available for changes and needs during travel. You will prepare and edit correspondence, communications, presentations, and coordinate and organize executive meetings, including preparing agendas, taking minutes, and following up on action items. Handling confidential and sensitive information with discretion and professionalism is essential. You will assist with the preparation of reports, executive summaries, and presentations, acting as a liaison between the SVP, General Counsel, legal leadership team, and internal/external collaborators. Additionally, you will manage and store materials for Board of Directors meetings, including meeting minutes, Legal Updates, and other documents. You will collect and distribute mail and handle shipping when necessary, coordinate meetings and outings for the team, and complete and run expenses and reports for the SVP, General Counsel, and leadership team. Collaboration with the Global Executive Assistant team to plan important meetings and events is also a key responsibility. On the legal billing side, you will process and handle invoices, ensuring accuracy and compliance with company policies and requirements. This includes creating new matters in our eBilling platform for vendors to upload invoices, reviewing and approving new invoices for accurate cost center and coding, and running spend reports. You will collaborate with regional eBilling specialists to ensure global uniformity in processes and work with the internal accounting team to create new vendors in our billing system, providing payment expectations and remittance information to vendors.

Responsibilities

• Handle and maintain executive calendars, scheduling meetings, appointments, and travel arrangements.
• Prepare and edit correspondence, communications, presentations, etc.
• Coordinate and organize executive meetings, including preparing agendas, taking minutes, and following up on action items.
• Handle confidential and sensitive information with discretion and professionalism.
• Assist with the preparation of reports, executive summaries, and presentations.
• Act as a liaison between the SVP, General Counsel, legal leadership team and internal/external collaborators.
• Work with internal executive assistants and members of the Board of Directors to schedule Board and Committee Meetings.
• Manage and store materials for Board of Directors meetings, including meeting minutes, Legal Updates, and other documents.
• Collect and distribute mail and handle shipping when necessary.
• Coordinate meetings and outings for the team.
• Complete and run expenses and reports for SVP, General Counsel and leadership team.
• Collaborate with the Global Executive Assistant team to plan important meetings and events.
• Process and handle invoices, ensuring accuracy and compliance with company policies and requirements.
• Create new matters in our eBilling platform for vendors to upload invoices to.
• Review and approve new invoices for accurate cost center and coding.
• Run spend reports.
• Collaborate with regional eBilling specialists to ensure global uniformity in processes.
• Work with the internal accounting team to create new vendors in our billing system.
• Collaborate internally to provide payment expectations and remittance information to vendors.

Requirements

• Bachelor's Degree or equivalent experience; 5+ Years in an executive assistant capacity; and 5 or more years of work experience in a legal environment.
• Proficient with Microsoft Office Suite and Adobe Pro.
• Experience using SharePoint preferred.
• Exceptional written and verbal communication skills.
• Meticulous with details and organization.
• Ability to successfully build relationships and partner cross-functionally.
• Ability to run multiple projects simultaneously.
• Ability to identify process improvements.
• Diligent and successful working in a fast-paced, multifaceted environment.

Benefits

• AD&D insurance
• Disability insurance
• Health insurance
• Dental insurance
• Paid time off
• Vision insurance
• 401(k) matching