Executive Assistant, Legal Division

Aspcapro; New York (NY); Hybrid; USD 50,000 - 52,000; Full time

Benefits offered by this job

Health coverage

Flexible time off

401(k) plan

Professional development

Job summary

ASPCA is seeking an Executive Assistant to support the Chief Legal Officer and the legal team. The role involves managing calendars, coordinating travel, preparing documents, and handling confidential information with discretion.

The Executive Assistant interfaces with multiple departments and the public, ensuring smooth operations and timely execution of tasks with diplomacy and focus.

Qualifications

• Detail-oriented with strong written and oral communication.
• Ability to handle confidential information with discretion.
• Diplomatic problem-solver able to manage multiple deadlines.

Responsibilities

• Support the Chief Legal Officer and legal team with calendar management and scheduling.
• Coordinate travel logistics, prepare itineraries, and process expenses.
• Handle general administrative tasks, document management, and correspondence.
• Coordinate with executives and departments to align priorities and meetings.

Skills

Detail-oriented

Written and oral communication

Discretion & confidentiality

Diplomatic problem-solver

Multitasking & deadline management

Tools

Calendar management

Job description

Summary

Join the ASPCA’s Legal Division as an Executive Assistant and play a central role in supporting the legal, compliance, safety, and risk-management work that helps advance our mission. In this role, you’ll partner closely with the Chief Legal Officer and a collaborative legal team to keep critical operations moving with precision, discretion, and purpose.

Who We Are

The Legal division provides full-service legal consultation to each department to ensure that risk is appropriately evaluated and managed or mitigated. They provide oversight and guidance on various internal and external policies, contracts, grant agreements, compliance, and protocols, as well as oversee the ASPCA’s safety, security, and risk-management efforts.

The Legal Division prioritizes respect for our internal clients, business partners, colleagues, and others; excellence in the work that we perform and the advice that we provide; and being present in the life-saving work of the ASPCA by showing up for our colleagues, clients and constituents.

What You’ll Do

The Executive Assistant supports the Chief Legal Officer, as well as the other attorneys on the team, to interface with all other departments and the general public, to manage and route issues among team members, and serves as one of the key ways in which the Legal Division interfaces with our colleagues throughout the organization.

The ideal candidate will be detail-oriented, adaptable, dedicated to the ASPCA mission and empathetic. The candidate must have above average written and oral communication skills and a high regard for confidentiality. The ideal candidate must be a diplomatic problem-solver and able to manage multiple competing deadlines simultaneously.

• The Executive Assistant reports directly to the Chief Legal Officer and has no direct reports.

Where and When You’ll Work

This position requires the ability to work on site at our New York City location on 8th Avenue up to three days per week, with approximately two days working remotely each week. It requires the ability and willingness to travel up to 5% annually, as needed.

What You’ll Get

Compensation

Starting pay for the successful applicant will depend on a variety of factors, including but not limited to education, training, experience, location, business needs, internal equity,market demandsor budgeted amount for the role. The target hiring rangeis fornew hireoffers only, and staff compensation may increase beyond the maximum hiring range based on performance over time. The maximum of the hiring range is reserved for candidates with the highest qualifications and relevant experience.The expected hiring salary range for this roleisset forth belowandmay be modified in the future.

• The target hiring range for this role is $36.06 - $38.47 per hour

Benefits

At the ASPCA, you don’t have to choose between your passion and making a living. Our comprehensive benefits package helps ensure you can live a rewarding life at work and at home. Our benefits include, but are not limited to:

• Affordable health coverage, including medical, employer-paid dental and optional vision coverage.
• Flexible time off that includes vacation time, paid personal time, sick time, bereavement time, paid parental leave, and 10 company paid holidays that allows you even more flexibility to observe the days that mean the most to you.
• Competitive financial incentives and retirement savings, including a 401(k) plan with generous employer contributions — we match dollar-for-dollar up to 4% and provide an additional 4% contribution toward your future each year.
• Robust professional development opportunities, including classes, on-the-job training, coaching and mentorship with industry-leading peers, internal mobility, opportunities to support in the field and so much more.

Responsibilities

Responsibility buckets are listed in general order of importance. They include, but are not limited to:

Administrative Support to the Chief Legal Officer

• Manage and protect the Chief Legal Officer’s calendar. Schedule and prioritize all appointments, troubleshoot scheduling challenges, and help convene and coordinate division meetings.
• Maintain knowledge of the Chief Legal Officer’s priorities and workflow to partner with the Chief Legal Officer to help ensure time is appropriately allocated for team meetings, skip levels, visits, and quarterly check-ins throughout the year; juggle frequent last-minute changes, and coordinate with internal and external constituents.
• Complete all travel logistics and itineraries, facilitate preparation for travel, and prepare and submit expense reports.
• Conduct general administrative responsibilities for the Chief Legal Officer, including summarizing information, editing documents, filing and maintaining organization of various folders (both paper and electronic), and other administrative needs, as requested.
• Monitor new technologies and applications in-use at ASPCA; learn them and guide the Chief Legal Officer in implementation for maximum efficiency/effectiveness
• For in-person meetings: prepare agendas, order meeting supplies, make copies, set up room and audio/visual, coordinate with speakers, order/pick-up/lay out refreshments, etc.
• Provide project support for the Chief Legal Officer, including note taking; recording and archiving notes, decisions, and action steps; tracking tasks and follow-ups; and conducting document management
• Coordinate with Executive Assistants, including for the CEO and members of the Executive Leadership Team, to align schedules, priorities and meeting needs, including providing back-up support to other EAs if/as necessary to ensure seamless support of ASPCA executives.

Legal Division Support

• Support attorneys with legal matters and management of very busy nonprofit in-house Legal Division
• Coordinate with the Administrator, Corporate Counsel’s Office and other key stakeholders within the Legal Division to help ensure administrative support is aligned and needs are thoughtfully addressed across the division
• Handle Legal Division’s physical mail, tracking, organizing, routing, and responding as appropriate
• Oversee administrative tasks across the division including intaking and managing Conflict of Interest disclosures, renewing subscriptions and services provided by third parties, ordering supplies, and other tasks as requested.
• Complete, approve/deny, edit and maintain expense reports in compliance with submission deadlines & requirements
• Code and submit all invoices for payment (for example, Litigation, Trusts & Estates, Safety & Compliance, State Registration Fees), provide statements of accounts, and obtain initial documents to set up firms as new vendors with designated payment elections
• Initiate and act as a point of contact when reporting incidents (personal and auto) to insurance carrier and ordering certificates of insurance
• Manage coding and submission of all division bills and expenses, through coordination with Finance Team
• Develop, organize and deliver onboarding processes for new employees within the Legal Division
• Serve as a notary for documents as appropriate, coordinating signatures and maintaining organized records to support timely, accurate document execution.
• Support special projects as assigned