Executive Assistant Part time role in Bright Horizons Newton, Massachusetts

$47,000 - $47,000/Yr

Bright Horizons - Newton, MA

Part-time - Entry Level

Newton, MA

Social Assistance

About the position

The Executive Assistant to the Legal Department at Bright Horizons Children's Centers plays a crucial role in providing comprehensive administrative support to the General Counsel and the entire Legal Department. This position is designed for a part-time role, where the Executive Assistant will be responsible for representing the company professionally to various stakeholders, including Bright Horizons child care centers, clients, employees, and external professional contacts. A high degree of confidentiality is paramount in this role, as the Executive Assistant will handle sensitive information and documents related to legal matters. In this position, the Executive Assistant will perform a variety of administrative tasks that are essential for the smooth operation of the Legal Department. This includes processing and tracking agreements and contracts, managing the DocuSign execution process, and ensuring that all documents received or sent by the Legal Department are updated and followed up on. The Executive Assistant will also be responsible for setting up new law firms and vendors through the company's procurement department, managing invoices, and maintaining detailed billing records from law firms and other vendors. Additionally, the Executive Assistant will sort, distribute, and follow up on daily department mail, schedule and update multi-party meetings, maintain calendars, manage expense reports, and coordinate travel arrangements. The role also involves assisting with the drafting of legal correspondence and managing the Legal Department's ticketing systems. The Executive Assistant will collaborate with other Executive Assistants within Bright Horizons as needed and will take on other projects or administrative duties as required by members of the Legal Department.

Responsibilities

• Provide general administrative support for General Counsel and the Legal Department's leadership; supports all others in the Legal Department as needed.
• Process and track agreements/contracts. Track, update, and follow-up on status of all documents received and/or sent by Legal Department.
• Manage DocuSign execution process for department.
• Set up new law firms and other vendors through Company's procurement department.
• Manage all invoices and detailed billing records from law firms and other vendors.
• Sort, distribute and follow-up on all daily department mail.
• Schedule and update numerous periodic multi-party meetings with Company departments and regular Legal Department staff meetings.
• Maintain calendars, manage expense reports, schedule meetings, and coordinate travel arrangements.
• Assist with drafting of legal correspondence.
• Assist with managing the Legal Department's ticketing systems.
• Assist other Bright Horizons Executive Assistants as needed.
• Other projects or administrative duties for Legal Department members as required.

Requirements

• Minimum of a Bachelor's Degree.
• At least 3-5 years' experience as an Executive or Administrative Assistant position. Experience in a law firm or in-house law department preferred.
• Excellent interpersonal, organizational, listening, communication skills. Strong writing and editing skills.
• Ability to prioritize tasks and manage the needs of multiple parties at the same time.
• Ability to work independently and collaboratively in a team environment.
• Ability to maintain a professional demeanor under stressful situations.
• A self-starter with a strong work ethic, good judgment, and enjoys building relationships.
• Proficiency in Microsoft Office Suite.