Executive Assistant

ABB Optical Group; United States; Remote; USD 70,000 - 90,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Life insurance

Disability insurance

401(k) plan

Paid vacation and holidays

Job summary

ABB Optical Group is seeking an Executive Assistant, Legal & Compliance to support the General Counsel and the Compliance, Privacy & Security Office. The role requires discretion, independence, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities include coordinating the GC's and CFO's calendars, managing external communications, preparing board presentations, travel arrangements, and handling confidential documents.

Qualifications

• Bachelor’s Degree or equivalent experience.
• 4–6 years supporting high-level executives (CEO, CFO, GC).
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).

Responsibilities

• Coordinate and manage routine business matters for General Counsel and Compliance/Privacy Office.
• Manage daily schedules of General Counsel, CFO, and possibly other executives.
• Coordinate external contacts and prioritize communications for key contacts.
• Arrange travel plans with contracted travel service.
• Prepare agendas, take minutes, and transcribe when needed.
• Create and prepare reports, documents, and presentations.
• Handle highly confidential information with discretion.
• Support contract matters including NDAs and BAAs.

Skills

Outstanding written and verbal comms

Prioritization and multitasking

Professional demeanor

Interpersonal skills and judgment

Organizational and planning skills

Self-motivated and proactive

Education

Bachelor’s Degree or equivalent experience

Tools

MS Office

Job description

Summary: 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

Essential Responsibilities include the following. Other duties and special projects may be assigned.

• Manage l routine business matters for the General Counsel and Compliance/Privacy Office and other Company executivesManage 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.

Supervisory Responsibilities

None

QUALIFICATIONS

Required 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 ina rapidly growing environment

Required Attributes and Competencies

• 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.

For U.S. Candidates

Compensation Range

The anticipated base salary range for this position is $70,000 to $90,000 annually. This represents the good-faith estimate of the compensation range at the time of posting.

Actual pay will be based on job-related factors, which may include:

• Geographic location
• Education and qualifications
• Job-related skills
• Internal equity considerations
• Applicable minimum wage laws

This position may also be eligible for a bonus and/or commission plan, subject to the terms of the applicable plan.

Depending on eligibility and position, employees and/or eligible dependents may participate in Company-sponsored benefit programs, which may include:

• 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

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

(Some states require front-loaded sick leave; others accrue. The Company will comply with all applicable local requirements.)

Accessibility and Accommodations

Upon request and consistent with applicable law, ABB Optical will provide reasonable accommodations to individuals with disabilities during the application and hiring process.
To request an accommodation, please email [e-mail] and include your name and contact information so we can follow up promptly.

Equal Opportunity Employer

ABB Optical is an Affinitive Action and Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, protected veteran status, or disability.

International Candidates

The compensation and benefits information in this posting applies to candidates hired in the United States. Candidates hired outside the United States will receive compensation and benefits aligned with their local market.