Senior Executive Assistant, Legal and Compliance

Ullico; Washington; On-site; USD 90,000 - 110,000; Full time

Benefits offered by this job

Health/Dental/Vision

Pension

401K

Health Savings Account

Life Insurance

Paid Time Off

Job summary

Ullico Inc. is seeking a Senior Executive Assistant to support the General Counsel and Chief Compliance Officer and other attorneys within the Legal & Compliance Department.

The role requires managing calendars, board meeting logistics, and travel arrangements, while handling confidential information with discretion. Office-based with at least three days in the Bethesda MD and Washington DC offices, with additional on-site days as needed.

Qualifications

• The successful candidate will have a minimum of a Bachelor's degree or equivalent and substantial administrative experience in an in-house legal department or similar environment.
• Experience with spreadsheets, expense reporting, invoice processing, and basic accounting activities is required.
• Proficiency in Microsoft Office Suite and Adobe Acrobat, with discretion handling confidential information.
• Experience supporting senior executives and board members is preferred.

Responsibilities

• Manage complex calendars and coordinate meetings for attorneys and directors.
• Serve as the primary liaison with Company Directors and assistants for Board and committee meetings.
• Prepare meeting materials, attendance records, and minutes as needed.
• Organize travel, invoices, expenses, and budget-related tasks for the department.
• Maintain records in matter management and contract platforms; support compliance activities.

Skills

Discretion

Communication

Organizational skills

Proactivity

Prioritization

Education

Bachelor's degree

Tools

Microsoft Office

Adobe Acrobat

Job description

Ullico Inc., a diversified insurance and financial products and services company headquartered in Washington, DC, is actively recruiting a Senior Executive Assistant to support the General Counsel & Chief Compliance Officer and other attorneys within the Company's Legal & Compliance Department. The successful candidate will be expected to work in the office at least three days per week, alternating between the Bethesda MD and Washington DC offices and must be available to work onsite on additional days as business needs dictate with reasonable advance notice.

The Senior Executive Assistant provides comprehensive administrative and operational support, including managing complex calendars, coordinating Board of Directors and committee meetings, preparing meeting materials and records, maintaining departmental systems and documentation, processing invoices and expenses, assisting with budget activities, and coordinating travel and special events. Serving as a key liaison between attorneys, Company Directors, and internal and external stakeholders, this role helps ensure the efficient operation of the Legal & Compliance Department.

Principal Duties and Responsibilities:

• Provides a wide array of administrative support, including word processing, scanning, copying, fielding telephone calls, distributing incoming mail, routing inquiries received in the Department, managing departmental office supplies, managing electronic and hard copy records, etc.
• Coordinates numerous calendars and communicates with internal and external contacts to schedule meetings and other events; manages calendars for select attorneys.
• Serves as the principal point of contact with Company Directors and their assistants for the scheduling of Board and committee meetings, and assists Directors with access to Board materials and Company resources.
• Handles the logistics of Board of Director and other internal meetings (i.e., scheduling rooms and IT resources, handling catering needs, and assisting on-site with meeting set-up and break-down).
• Prepares, or assists with the preparation of, miscellaneous documents, including meeting attendance records and meeting minutes.
• Assists with the maintenance of records and data in the Department’s matter management and contract management platforms.
• Makes travel arrangements as required, through the Company travel agent or directly with vendors.
• Prepares invoices for payment and processes check requests and travel and business expense reimbursement requests .
• Prepares monthly estimates of accrued outside counsel expenses; assists with annual Departmental budget preparation.

Performs other similar and related duties as required.

MINIMUM QUALIFICATIONS:

The successful candidate will have a minimum of a Bachelor's degree or equivalent and substantial administrative experience in an in-house legal department, law firm, governmental legal office, or similar executive-level professional environment. The successful candidate will have experience with spreadsheets, expense reporting, invoice processing, basic accounting activities, and preparing correspondence and meeting materials. Proficiency in Microsoft Office Suite and Adobe Acrobat, the ability to handle highly confidential information with discretion are required. Experience in the insurance, investment, or financial services industry is preferred, as is experience supporting senior executives and board members. The ideal candidate will be proactive, able to anticipate departmental and attorney needs, and possess exceptional communication, professionalism, discretion, tact, initiative, and attention to detail. They must thrive in a fast-paced environment, effectively manage competing priorities, and have prior experience supporting legal professionals in an in-house legal department, law firm, or governmental legal environment.

$90,000 - $110,000 a year

Salary Range:

$90,000 - $110,000 (depending on relevant experience, skills, and credentials). This position is eligible to participate in Ullico Inc.’s(“Ullico”) annual incentive compensation program. An incentive award is contingent upon Ullico meeting financial goals set by the Ullico Board of Directors and your individual performance. The elements of the program, including eligibility, the range of potential incentive compensation, and the factors that determine the payment, will be shared with you after you become employed.

We offer a competitive starting salary and an outstanding benefits package including:

• Health/Dental/Vision
• Pension
• 401K
• Health Savings Account
• Life Insurance
• Paid Time Off

For over 95 years, Ullico, the only labor-owned insurance and investment company, has been a proud partner of the labor movement. From insurance products for members, leaders and employers, to investments that have created thousands of union jobs, our customers continue to count on Ullico to protect them. The Ullico Inc. family of companies includes The Union Labor Life Insurance Company; Ullico Casualty Group, Inc.; Ullico Investment Company, Inc.; and Ullico Investment Advisors, Inc.Visit www.ullico.com.

Ullico is an Equal Opportunity Employer.

This organization participates in E-Verify.

The job posting will expire or renew after 30 days

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.