Executive Assistant id-9701
JOB OVERVIEW:
This position provides executive-level administrative support to the Senior Vice President, Associate General Counsel - Securities and Finance and Senior Vice President, Ethics & Compliance
ROLES AND RESPONSIBLITIES:
Supports the attorneys and paralegal on the Securities and Finance Team, and the Senior Vice President, Ethics and Compliance, and additional support to other Law Department Teams as needed and as capacity allows. The Executive Legal Assistant performs activities including:
-Manages Outlook Calendar, schedule appointments & meetings, make travel arrangements, coordinate accommodations, and prepare itineraries for the Senior Vice President, Associate General Counsel, Vice President, VP, Associate General Counsel - Securities and Finance and SVP, Associate General Counsel - Ethics and Compliance;
-Manages various office functions; i.e., process expense reports, audits P&L monthly variance report, maintain excel spreadsheets of invoices paid for tracking purposes, process department invoices into Oracle, review invoices in Legal Tracker and open new matters, set up new vendors in AP system, maintain matter management/e-billing system, track attorney CLE and update state bar records, and track and renew annual subscriptions and memberships; receive and handling physical mail; answer and route phone calls, record messages in a clear an concise manner;
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-Assists the Corporate Paralegal in maintaining legal documents (e.g., articles, bylaws, minutes, corporate governance documents) for Darden subsidiaries and/or Darden entities. Responsible for updating the hCue entity management system with documents, subsidiary indexes and prepares the annual subsidiary officer election consents. Maintains fictitious name report and renewals;
-Coordinates aspects of annual meetings of shareholders and assists with preparation of proxy statement and annual 10-K as instructed by the supervising attorney;
-Drafts and maintains the master annual corporate calendar of events, the quarterly 10-Q calendars and the insider trading blackout calendar;
-Coordinates elements of board meetings and assists with preparation and distribution of board meeting materials using Diligent. Tracks board and committee meetings, prepares attendance sheets and shell minutes for the supervising attorney. Maintains the board and committee books with signed minutes and updates detailed indexes;
-Assists with the filing with the SEC of 1934 Act reports (10-K, 10-Q, 8-K), sends filed documents to financial institutions, prepares the officer compliance certificates, maintains master file of filings. Supports supervising attorney regarding Disclosure Committee meetings and agenda;
-Maintains the highest level of confidentiality. Successfully engages in multiple initiatives simultaneously in a fast pace environment;
-Interacts professionally with all levels of the organization from restaurant level employees to Darden Senior Management, as well as vendors;
-Takes a proactive role in handling routine issues by anticipating and communicating information to supervising attorneys.
REQUIRED TECHNICAL SKILLS:
-Demonstration of Darden's Core Values -- get better every day, develop relationships, grow individuals and teams, simplify, and own it
-5 years of experience in a fast-paced, professional environment, reporting to Vice President level or above
-Exceptional attention to details
-Excellent written and verbal communication skills
-Outstanding interpersonal skills with proven ability to interact professionally with all levels of the organization
-Ability to handle multiple tasks and priorities in a fact paced environment while using sound judgment to make accurate, efficient decisions
-Demonstrated ability to handle information in a confidential manner
-Outstanding organization and follow through
-Mature judgment with ability to interface with senior management
-Advanced expertise in Microsoft Excel, Word, PowerPoint, and Outlook
PREFERRED SKILLS AND EXPERIENCE:
-Minimum of three years as a Legal Secretary/Assistant/Paralegal
-Ability to complete work accurately and urgently with minimal supervision
-Ability to multi-task and remain flexible
-Ability to organize, plan, prioritize, and adapt to changing demands and needs
-Ability to synthesize data and determine appropriate follow-up actions
-Ability to work across organizational boundaries and constructively with others in a high intensity work environment
REQUIRED EDUCATION:
-High school diploma or equivalent required - Bachelor's degree preferred
-Equivalent education, training, or experience will be considered
OTHER KEY QUALIFICATIONS:
-Strong team player
-Excellent prioritizing skills
-High level of integrity and ownership.
