Executive Assistant - Legal & Compliance

Description Overview

We are currently looking for an Executive Assistant to support our General Counsel at either our North American Headquarters (NAHQ) in Grand Rapids, MI or in our Morristown, NJ office. 

Scope of the Role

• Managing complex schedules and calendars.  Collaborates with other administrative assistants and business colleagues to arrange and prioritize meetings, resolve schedule conflicts and coordinate meeting logistics.
• Assists in preparation, organization and distribution of communication, agendas, presentations and reports. Maintain confidentiality and discretion working with sensitive meeting topics and confidential correspondence and documentation.
• Administration of the Legal SharePoint site.  Manages access and permissions.  Creates and publishes site content.
• Arranges domestic and international business travel.  Manages the expense reporting process.
• Coordinates meeting and event activities for Legal leaders.
• Completes tasks related to the onboarding and exit of employees.  Maintains contact lists, email distributions, organizational charts, seating maps and meeting attendee lists. Completes forms and TAG requests for acquiring equipment and access, sets up meet/greet meetings, etc.
• Acts as backup to other executive and administrative assistants in the NAHQ and Morristown offices to provide support to other SVP or EVP as needed.  Works as a team with the other executive assistants to initiate continuous improvement efforts and to ensure smooth daily office operation. 
• Processes purchase requests and invoices for the department using Perrigo purchasing card/travel card, SAP and ERP system. 

For the appropriate candidate we would anticipate expanding this role to cover support for corporate governance matters including the coordination of board meeting activities and regulatory requirements (including those relating to the proxy statement and annual meeting process.

Experience Required

• These skills are typically acquired through the completion of a HS Diploma or equivalent; combined with 5-7 years of administrative experience in a professional environment, with an additional 3 years of specifically supporting Executives preferably at a publicly-held company.
• Intermediate to expert level PC skills including MS Office (Word, Excel, Outlook, and PowerPoint) and familiarity with SAP, ERP and web-based travel software.
• Experience with virtual meeting platforms and scheduling systems.
• Ability to work independently with minimal supervision.
• Excellent written and verbal communication skills.  Must maintain a high level of professionalism, confidentiality and discretion.
• Active listener who can anticipate, adapt and improvise to reach an optimal result.
• Can effectively prioritize and complete multiple tasks and projects simultaneously, with a strong attention to detail.  Maintains outstanding quality and timeliness.
• Ability to develop and maintain strong partnerships within and outside the organization.