Executive Legal Assistant

- Entry Level

New York, NY

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Executive Legal Assistant will provide administrative support to the Chief Legal Officer (CLO) and the General Counsel (GC), as well as perform a variety of project management/paralegal functions as directed. This position can include weekend and evening hours. ADL is a hybrid environment; this role requires 3 days in the office.

Responsibilities

• Maintain executives' calendars; schedule appointments, and coordinate meetings and calls.
• Coordinate executive travel and hotel arrangements. Track business expenses. Process reimbursements.
• Respond to routine incoming correspondence on behalf of executives, sort and prioritize incoming mail.
• Assist executives with the creation of presentations, spreadsheets, and other documents.
• Maintain departmental files. Establish and maintain standard and/or specialized databases as appropriate.
• Track department budget expenses. Prepare and follow up on invoices and billing of outside counsel and other vendors/consultants.
• Attend and produce minutes from meetings on an as-needed basis.
• Assist in the contract management process, by processing agreements for signature, securing required approvals, and tracking incoming requests and responses.
• Work with the Compliance team to maintain charitable registrations.
• Help create and update legal pages on the ADL intranet.
• Arrange and host cross-organizational internal and external meetings, including by securing space, organizing catering, and tracking attendance.
• Order office supplies; monitor and arrange maintenance of office equipment.
• Provide guest lists to Security for screening.
• May maintain departmental vacation schedule and time records.

Requirements

• Proficiency with Microsoft Office Suite including Word, Outlook, Excel and PowerPoint, as well as Sharepoint, Box, Slack, Zoom, Concur, and Bill.com.
• Experience with Igloo, Airtable, and contract management programs a plus.
• Several years' experience providing executive level support in an office environment.
• Experience as a Paralegal, Contract Manager or Project Manager is a big plus.
• An associate's degree or equivalent experience is required; a Bachelor's degree is preferred.

Nice-to-haves

• Outstanding levels of tact, diplomacy, and confidentiality.
• Calm and effective under pressure.
• Strong attention to detail and follow up.
• Enjoys working in a team environment.
• Anticipates needs and is proactive.
• Passion for ADL's mission.

Benefits

• Salary range of $50,000 to $66,000, commensurate with experience.
• Hybrid work environment requiring 3 days in the office.