C-suite Legal Executive Assistant - Phoenix, United States - Thrive Services Group Inc.

Description

2355 East Camelback Road Phoenix Arizona, 85016


Position Description:

Provides high level administrative assistance directly to the Chief Operating Officer & Chief Legal Officer (COO/CLO) for Thrive Services Group Inc.

("Thrive"), along with administrative support for members of the senior team in the Legal and Administrative departments for Thrive, Goodwill of Central and Northern Arizona (GCNA), and any related or affiliated entities.

Routinely privileged to highly-sensitive/proprietary information, and handles confidential information appropriately and per company policy.


Essential Duties and Responsibilities:

• Proactively maintains the calendar for the COO/CLO by preparing detailed agendas, scheduling meetings, conferences, teleconferences and travel/itineraries.
• Functions as department liaison and first point of contact, receiving and directing visitors, determining whether they should be given access to specific individuals.
• Conserve COO/CLO's time by reading, researching, reviewing, verifying and routing correspondence, reports, and legal documents; drafting letters and documents; collecting and analyzing information; organizing documents and meetings; coordinating preparation of charts, graphs, and other material.
• Maintains contacts and sends bulk communications to contacts for the COO/CLO as needed.
• Communicates with vendors, supporters, and partners, coordinating and planning departmentspecific events in partnership with Executives.
• Maintains and controls office supply inventory, as needed for the Legal and Administrative teams.
• Exercises good judgment and business acumen on general administrative support and spending for the department.
• Assists with discovery and investigating facts through collecting information such as financial, legal, compliance, regulatory, employment, medical or other records and provides historical reference by developing and utilizing filing and retrieval systems; documents and maintains evidence.
• Assists with the company's contract process system to ensure contracts are routed timely and per company policy.
• Monitors and examines EEOC, DOL, and general litigation claims brought against the company, and routes them timely to the appropriate level for immediate review.
• Reviews, tracks, and manages legal agreements through ensuring routing of legal forms to appropriate parties and overseeing the contract management system.
• Maintains legal files and databases, schedules meetings and coordinates correspondence.
• Assists with scheduling initial interviews with clients in order to obtain information about legal and business issues.
• May file pleadings and prepare other legal documents.
• Builds relationships internally and collaborates effectively on crossfunctional teams.
• Creates and/or writes routine reports and correspondence; tracks Continuing Legal Education hours and maintains internal legal library.
• Assists with developing, reviewing, revising, and implementing new policies, programs, processes, and procedures, as needed.
• Prepares PowerPoint presentations and materials, as needed.
• Assists with projectbased work, such as Affirmative Action Plans, as needed.
• Updates job knowledge by participating in educational opportunities; reads professional publications; maintains personal networks; participates in professional organizations.
• Enhances departments' and organization's reputation by accepting ownership for accomplishing new and different requests; explores opportunities to add value to job accomplishments.
• Participates in administrative support of strategic planning process (short

- and long-term) in capturing notes, developing drafts, updating per feedback from the department leaders, and tracking successful completion.

• Attends Leadership meeting and events.
• Creates and/or writes routine reports and correspondence.
• Reconciles and verifies accuracy of vendor invoices, receipts, and credit card statements.
• Consistently maintains a high degree of professionalism to appropriately represent, and instill continued confidence in the company's mission and senior executives.
• Learns and implements computer programs that are necessary to perform various responsibilities.
• Handles budgeting and invoicing, liaising and negotiating with vendors, and as needed, obtaining permits.
• Prioritizes and handles internal and external correspondence, including legal and regulatory matters.
• Plays critical role in driving company culture change efforts and change management processes.
• Provides back up support for scheduling meetings, events, and other appointments for ELT.
• Assists in preparing governance materials and meeting meetings and attends various board meetings when directed.
• Negotiates sponsorship deals with various vendors.
• Often responds to afterhours communication proactively on behalf of COO/CLO.
• Performs other related duties, as assigned.

**Minimum Qualifications (Education, Experience, Skill