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Executive Assistant - Legal

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Moss

7d ago

  • Job
    Full-time
    Mid Level
  • Legal
  • Fort Lauderdale
  • Quick Apply

Requirements

  • Education And Work Experience:
  • Minimum of three years’ experience supporting an Executive
  • Tech savvy; Proficient in PowerPoint, Office, and MS Excel, Teams, Zoom, etc.
  • Bachelor's degree from a four-year college or university preferred

Responsibilities

  • Ensure strict confidentiality and discretion in handling sensitive matters, particularly decisions that directly affect the Executives and business partners
  • Screen and respond to incoming telephone calls promptly and professionally, ensuring efficient communication flow
  • Greet team members and visitors warmly, both in person and over the phone, effectively answering or directing inquiries and controlling access to specific individuals
  • Manage and maintain the Executives calendar, coordinating appointments, meetings, events, and travel, while proactively resolving scheduling conflicts
  • Coordinate all aspects of travel and accommodations for the Executive and any accompanying individuals, ensuring a seamless experience
  • Streamline the Executives time by efficiently handling correspondence, preparing documents, conducting research, and managing telecommunications
  • Prepare and reconcile expense reports and invoices, ensuring accuracy and timely submission for the Executives approval
  • Plan and coordinate events of varying sizes, managing all details including communication, RSVPs, logistics, catering, and entertainment
  • Cultivate and maintain relationships with vendors, including sporting clubs, athletic venues, hotels, and social clubs, to ensure favorable terms and quality service
  • Undertake ad hoc projects as needed, including personal events and family-related tasks, demonstrating flexibility and adaptability
  • Facilitate cross-departmental communication and strengthen internal relationships by coordinating with various teams to ensure cohesive collaboration and information flow. Act as a liaison to promote a culture of teamwork and mutual respect across the organization
  • Operate effectively both independently and as part of a team, engaging with colleagues and external contacts to achieve objectives
  • Help the Executives manage involvement with external committees and organizations, ensuring productive engagement and representation
  • Assist the Executives with planning presentations and developing slides, focusing on clear communication and professional presentation of information
  • Support the Executives participation at conferences and industry events, including logistics coordination, materials preparation, and schedule management
  • Receive and transmit non-disclosure agreements (NDAs) for internal review and execution.
  • Receive and file electronic documents on the company server.
  • Manage application, qualification, renewal and tracking of construction and business licenses and continuing education requirements for license qualifiers.
  • Redact confidential information from various documents and contracts.
  • Manage and update the legal register of ongoing legal work and projects.
  • Assist with and remind counsel of pending deadlines.
  • Manage execution and distribution of legal documents, contracts, NDAs, and other documents through DocuSign.
  • Perform other duties as assigned

Your entire company spend in one place: Manage card payments, employee expenses, invoices, and cash flow in one place.

Finance
Industry
201-500
Employees
2019
Founded Year

Mission & Purpose

Moss saves your company time and money and gives you control over your expenses. As an end-to-end spend management solution, there’s a reason thousands of businesses across Europe rely on us. For smart spending, smooth month-end closing, and seamless integration with your existing HR and accounting systems, Moss is the superior spend management tool for finance teams.