Executive Assistant - Office of General Counsel
Supports senior executive by handling a wide variety of situations involving the administrative and legal functions of the office. Performs duties of a highly confidential nature that require comprehensive knowledge of organization policies, practices, and procedures. May act as proxy for superior in routine matters. Requires professionalism to communicate effectively with peers, outside attorneys, trustees, and senior staff.
JOB DESCRIPTION AND/OR DUTIES
- Provide advanced secretarial, administrative and business management support to one or more executives in the organization. Coordinate calendar(s), schedules, travel, and/or daily internal and external meetings.
- Attend meetings to take and transcribe meeting notes into finished format to include: letters, memoranda, interoffice communications, confidential reports, minutes and other Corporate correspondence.
- Provide timely response and follow-through regarding in-person inquiries, emails, voicemails, and written correspondence on behalf of the executive. Receive visitors and assist/direct phone calls.
- Develop basic knowledge about CNA, its organization, key personnel and personalities, and relevant CNA standard operating procedures (SOPs), to include basic knowledge of CNA business environment. Manage information flow and exercise judgement in bringing to the executive’s attention only those matters in which they need to be informed and require immediate attention. Identify opportunities to improve volume and flow of information to the executive(s).
- On behalf of the executive, liaise and ensure productive communication and interactions across business units, corporate functions, employees, other Administrative Assistants, sponsors, and contractors, using diplomacy and discretion, as appropriate.
- Function as an extension of the executive by anticipating needs and proactively addressing issues with an emphasis on sound judgment, initiative and confidentiality with appropriate but minimal direction.
- Work collaboratively with executives and fellow Executive Assistants to ensure seamless back-up support and continuity of office operations.
- Manage subscriptions and the validation of legal invoices. Prepare expense reports and track department expenses, as needed.
- Assist the General Counsel in preparing legal documents.
- Perform basic legal research and compile data from a variety of reference sources such as digests, encyclopedias, and state codes/and federal regulations.
- Maintain correspondence and documents files, arranges appointments, answer routing inquiries, and types for one or more attorneys.
- Engage in corporate governance, including drafting board resolutions, maintaining all corporate records, minute books and filings.
- Generate various reports for audits and/or internal meetings.
- Maintain and/or create accurate databases to track activities and vital information and be able to conduct online research and succinctly disseminate the results of such research.
Board of Trustees Support
- Provide administrative and event support for all Board of Trustee meetings including, onboarding process of new Trustees, payment of retainer fees, coordinating travel arrangements, processing expense reimbursements, handling food and beverage arrangements, meeting logistics and AV support,
- Partner and collaborate with the executive to assist them in achieving critical business and Board initiatives to include organization, preparation, distribution and oversight of presentations, meeting materials, and project action lists/timelines. Prepare and coordinate the origination of agendas, minutes, resolutions, and other Board related documents.
- Communicate with Trustees about meeting arrangements, requests, travel plans, and possible absences.
- Update and maintain Board of Trustees documents, including bylaws, committee charters, committee assignments, general board calendar, and trustee rosters.
- Provide staff support to the Governance and Ethics Committee of the Board of Trustees, including scheduling ad hoc committee meetings, origination of agendas, minutes, and other Committee related documents.
- Assist the General Counsel, as needed, with Board of Trustee activities.
- Maintain confidentiality of all appropriate communications and documentation. Build and maintain the confidence of the Senior Team.
- Performs other duties as assigned.
1. Education: Bachelor’s degree in a related field or equivalent combination of education and work experience, including specialized administrative or legal training.
2. Experience: 10+ years of related experience providing direct executive level administrative support to one or more executives, with emphasis on scheduling and calendar planning skills. Possesses either formal training in legal research and writing methods or practical knowledge.
- Must be able to problem solve, is a team player - yet is able to work independently to resolve and prioritize matters for the executive(s).
- Possesses fundamental project management experience, including development of basic project plans, follow-through and execution.
- Independently compiles, creates and maintains various reports, databases and charts using software tools that require an advanced level of knowledge.
- Has a basic understanding of legal processes and terminology as well as the fundamentals of attorney-client privileged communications.
- Possesses advanced computer skills (to include PowerPoint, Word, Excel, and SharePoint) and seeks to use their technical orientation to manage responsibilities of the position with maximum efficiency.
- Willing to acquire and maintain new skills and stay current on technology tools that can maximize efficiency and effectiveness.
- Thrives in a work environment where flexibility, adaptability, and ability to respond quickly to shifting priorities will be an important factor to successful outcomes.
- Highly organized and detail-oriented; is proactive, self-directed, and able to prioritize assignments for multiple executives.
- Excellent interpersonal skills; good oral and written communication skills.
- Capability to make decisions and carry out responsibilities independently with ability to deal with sensitive corporate matters.
- Works collaboratively and productively with the administrative staff.
- May be called upon to provide guidance and mentorship to enhance the knowledge and productivity of other Administrative Assistants.
- Willingness to identify opportunities for performance growth and stretch beyond their comfort -zone to assume new responsibilities.
5. Remote/Hybrid Work Eligibility: This position is eligible for telecommuting or hybrid work arrangements at the discretion of the Supervisor. Employees will be required to work at CNA headquarters during Board events or other formal meetings or other work locations resulting in changes to the scheduled telecommuting or hybrid work arrangements.
Please include a cover letter as part of your application. A cover letter should introduce yourself, briefly summarize your professional background, explain why you are a good candidate and the reason for your personal interest in applying for this job.
***Voluntary (but highly desired) document***
Please include a personal statement as part of your application. A personal statement is a chance for us to get to know you. The statement is your opportunity to share your goals, interests, influences and show us that you will be a valuable asset to our organization. Please click here for personal statement guidelines – Click here
- Job Family Administrative
- Job Function Career Path IV - Administrative
- Employment Indicator (none)
- CNA, 3003 Washington Blvd, Arlington, Virginia, United States of America