[Hiring] Executive Assistant @ABB Optical Group

Role Description

Reporting to the General Counsel, the Executive Assistant, Legal & Compliance will be responsible for the coordination of activities and ensuring timely flow of information to and from the General Counsel and the Compliance, Privacy & Security office of the Company. The Executive Assistant will handle details of a highly confidential and critical nature some of which will be subject to the Attorney-Client and Attorney Work Product Privilege. The Executive Assistant must function independently, efficiently and effectively in a fast-paced professional environment; will have a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines; screen and prioritize communications from external and internal sources; support cross-functional coordination in a fast-paced environment and possess excellent judgment. The ideal candidate will be dynamic, high-energy, organized, while possessing an unequivocal level of diplomacy and discretion.

• Manage routine business matters for the General Counsel and Compliance/Privacy Office and other Company executives.
• Manage the daily schedules of the General Counsel, Chief Financial Officer and potentially other executives.
• Manage external contacts for General Counsel and the Compliance/Privacy Office proactively understanding which are priority contacts and keeping track of periodic communication(s) needed for those priority contacts.
• Coordinate and manage travel plans with contracted external travel service.
• Develop and maintain a system that alerts to upcoming deadlines on incoming requests or events.
• Act as the General Counsel representative and ambassador to external contacts as directed, including key Company vendors and customers.
• Create PowerPoint presentations, including presentations for Board Meetings and related to legal proceedings.
• Create and prepare reports and documents, conducting research, assembling and analyzing data as required.
• Discreetly handle sensitive issues in a professional and congenial manner both in person and during telephone conversations.
• Prepare and edit outgoing correspondence, communications, presentations, documents, which may involve highly confidential, privileged and sensitive information/matters.
• Handle confidential and sensitive material concerning the organization and executives.
• Maintain and organize certain business files and records for the Company and executives.
• On-going review of operating practices and processes, implementing improvements where and when required.
• Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
• Create agendas for specific events and take minutes and transcribe when needed.
• Process and maintain corporate accounts and expense reports for General Counsel and other executives.
• Interact with the Board of Directors as required; scheduling and handling logistics of Board Meetings and preparing materials for pre-meeting review.
• Manage preparation, review and filing for certain contract matters, including Non-Disclosure Agreements and Business Associate Agreements.
• Support the General Counsel and the Compliance/Privacy Office, including preparing reports, memoranda and spreadsheets.
• Manage the Company’s state licensure process for facility licenses required for the Company’s business.

Qualifications

• Bachelor’s Degree or equivalent experience.
• A minimum of 4-6 years supporting high level Executives (CEO, CFO, General Counsel, etc.).
• Highly proficient in MS Office (Word, Excel, PowerPoint, databases, Outlook).
• Proven ability to effectively collaborate with internal team, cross-functional team, and external parties in a rapidly growing environment.

Requirements

• Outstanding written and verbal communication skills.
• Ability to stay focused, efficient and effective in managing multiple priorities.
• Professional demeanor and ability to handle all situations in a calm manner.
• Strong interpersonal skills, good judgment and decision-making ability.
• Ability to anticipate the General Counsel’s needs and proactively bring together appropriate people and resources to support the executives in addressing issues.
• Organizational and planning skills; strong attention to detail and accuracy.
• Ability to work independently; self-motivated and self-starter.

Benefits

• Medical, dental, and vision insurance.
• Life and group life insurance.
• Voluntary supplemental life insurance.
• Supplemental health benefits (critical illness, hospital, accident).
• Short- and long-term disability.
• Paid family leave (where applicable by state law).
• 401(k) plan.
• Tuition reimbursement.
• Eyewear discounts.

• Eligible U.S. employees receive the following time-off benefits (subject to Company policy and applicable state/local laws):
• Paid vacation and/or sick time.
• Paid holidays.
• Birthday PTO.