Sr Executive Assistant & Legal Operations Administrator

Interflex Datensysteme GesmbH; Carmel (IN); On-site; USD 75,000 - 105,000; Full time

Job summary

A leading company in the security industry seeks a Senior Executive Assistant & Legal Operations Administrator. This role involves executive support for senior leaders and advancing legal operations with a focus on organization, attention to detail, and professionalism. The ideal candidate will possess extensive administrative experience and strong communication skills while contributing to a collaborative and innovative workplace culture.

Benefits

Health, dental and vision insurance coverage

401K plan with a company match

Tuition Reimbursement

Competitive PTO

Employee Discounts through Perks at Work

Qualifications

• 10+ years executive administrative assistant and/or paralegal experience in a global corporate environment.
• Prior experience in legal business operations or administration is strongly preferred.
• Strong executive presence and ability to manage confidential information.

Responsibilities

• Provide executive administrative support to the General Counsel and Chief Information Officer.
• Assist in the development and maintenance of legal department workflow processes.
• Support budget and vendor management for legal operations.

Skills

Communication

Organization

Attention to Detail

Discretion

Time Management

Education

Associate degree

Tools

Microsoft Office Suite

Legal Tracker

Job description

Sr Executive Assistant & Legal Operations Administrator page is loaded

Sr Executive Assistant & Legal Operations Administrator

Apply locations Carmel, IN time type Full time posted on Posted 9 Days Ago job requisition id JR32521

Creating Peace of Mind by Pioneering Safety and Security

At Allegion, we help keep the people you know and love safe and secure where they live, work and visit. With more than 30 brands, 12,000+ employees globally and products sold in 130 countries, we specialize in security around the doorway and beyond.Additionally, in 2024 we were awarded the Gallup Exceptional Workplace Award, which recognizes the most engaged workplace cultures in the world.

Sr Executive Assistant & Legal Operations Administrator-Carmel, IN (Onsite)

Qualified candidates must be legally authorized to be employed in the United States. The company does not intend to provide sponsorship for employment visa status (e.g., H-1B, TN, etc.) for this employment position.

Allegion is seeking a Senior Executive Administrative Assistant & Legal Operations Administrator .Success in this role involves developing a strong strategic partnership with the senior leaders , attorneys, paralegals, and other Executive Assistants to support fluctuating day-to-day business and operational needs. An essential part of meeting expectations for this role is displaying high attention to detail, organization and process as well as being able to act without guidance in a complex, global company utilizing exceptional time management skills , professionalism , discretion, and confidentiality. This role reports directly to the Senior Vice President and General Counsel and provides matrixed support to the Chief Information Officer as required .

What You Will Do:

Executive Administrative Support:

• Proactively monitor calendars for the General Counsel and Chief Information Officer as needed to keep the leaders on time, resolve scheduling conflicts, and recognize and track critical issues requiring attention or action.

• Schedule and organize global, complex activities such as meetings, travel, conferences, and department activities.

• Create and maintain complex spreadsheets and presentation documents in support of corporate reporting/record-keeping requirements, i.e., financial reports, long range plan, organizational leadership reviews, performance evaluations, etc.

• Establish and maintain a comprehensive filing system for the department to ensure retention of reliable/current data and easy information retrieval.

• Act as a liaison with other departments, including high-level executives, to ensure the timely and effective communication/coordination of information and schedules.

• Work independently and within a team on , and at times manage, special non-recurring and ongoing projects.

• Participate in the design, compilation and dissemination of correspondence, memos, presentations, reports, charts, graphs, business plans, and proposals as well as proofreading/editing this information to ensure complete accuracy, clarity and professional presentation of the final product.

• Support all financial oversight activities including expense report processing, invoice review/processing, and travel reimbursements.

• Provide support to collect data/facts, summarize information into report form, research alternatives and present solutions.

• Provide expense reporting and project support to the Legal Leadership Team and their extended team members and collaborate with other executive leadership team members' support staff.

• Responsibilities will range from complex and detailed executive support to anticipating and supporting the daily needs of the Senior Vice President and General Counsel and Chief Information Officer as needed .

• Provide general administrative support to the attorneys as needed.

Legal Operational Support:

• Assist in the development, implementation, and maint enance of legal department workflow process and procedures to improve operational efficiency

• Provide budget and vendor management support by coordinating with external vendors and law firms regarding budgeting, selection, tracking, and invoice management .

• Support the management and maintenance of legal technology tools , systems, and resources

• Become proficient/administer Legal Tracker (spend and legal matter management software)

• Maintain and organize legal documents, ensuring accurate and up-to-date records are kept in compliance with company policy and legal requirements

• Assis t in administrative preparation and/or filing of legal documents and correspondence

• Support the planning, coordination, tracking, and execution of department-wide departmental projects and initiatives.

What You Need to Succeed:

• 10+ years executive administrative assistant and/ or paralegal experience in a global corporate environment, preferred

• Prior experience in legal business operations or administration , strongly preferred

• A general understanding of the Corporate Legal Operations Consortium’s (CLOC) Core 12 framework , preferred

• Associate degree preferred

• Strong executive presence

• Strong communication skills, both verbal and written

• Highly intuitive and self-guided problem solver that can be effective with little direction

• Demonstrated track record of interacting with executive leaders, and outside contacts in a courteous, professional, and discreet manner

• Ability to organize and prioritize tasks and assignments

• Ability to manage confidential information in a seasoned professional manner

• Detail-oriented and diligent work ethic with the ability to work cohesively with others

• Ability to work effectively and accurately under pressure with tight time frames

• A high level of motivation and initiative with appropriate follow through, ability to multitask and manage daily tasks with minimal supervision in a team-centric environment

• Able to be flexible with their availability to support business needs as appropriate

• Proficient with all Microsoft applications including but not limited to Concur, Outlook, Teams, Excel, Word, and PowerPoint

• Minimal travel may arise and will be less than 5%

Why Work for Us?

Allegion is a Great Place to Grow your Career if:

• You're seeking a rewarding opportunity that allows you to truly help others. With thousands of employees and customers around the world, there’s plenty of room to make an impact. As our values state, “this is your business, run with it ”.

• You’re looking for a company that will invest in your professional development. As we grow, we want you to grow with us.

• You want a culture that promotes work-life balance. Our employees enjoy generous paid time off, because at Allegion we recognize that you have a full life outside of work!

• You want to work for an award-winning company that invests in its people. Allegion is proud to be a recipient of the Gallup Exceptional Workplace Award for the second year in a row, recognizing our commitment to employee engagement, strengths-based development, and unlocking human potential.

What You’ll Get from Us:

• Health, dental and vision insurance coverage, helping you “be safe, be healthy ”.

• A commitment to your future with a 401K plan, offering a 6% company match and no vesting period

• Tuition Reimbursement

• Competitive PTO

• Employee Discounts through Perks at Work

• Community involvement and opportunities to give back so you can “serve others, not yourself”

• Opportunities to leverage your unique strengths through CliftonStrengths testing and coaching

Apply Today!

Join our team of experts today and help us make tomorrow’s world a safer place!

Not sure if your experience perfectly aligns with the role? Studies have shown that some people are less likely to apply to jobs unless they meet every single qualification and every single preferred qualification of a job posting. At Allegion, we are dedicated to building a diverse, inclusive, and authentic workplace. So, if you’re excited about this role but your past experience doesn’t align perfectly with every item in the job description, we encourage you to apply anyway . You may be just the right candidate for this role.

#LI-TB1

#LI-Onsite

We Celebrate Who We Are!

Allegion is committed to building and maintaining a diverse and inclusive workplace. Together, we embrace all differences and similarities among colleagues, as well as the differences and similarities within the relationships that we foster with customers, suppliers and the communities where we live and work. Whatever your background, experience, race, color, national origin, religion, age, gender, gender identity, disability status, sexual orientation, protected veteran status, or any other characteristic protected by law, we will make sure that you have every opportunity to impress us in your application and the opportunity to give your best at work, not because we’re required to, but because it’s the right thing to do. We are also committed to providing accommodations for persons with disabilities. If for any reason you cannot apply through our career site and require an accommodation or assistance, please contact our Talent Acquisition Team .

Allegion plc, 2023 | Block D, Iveagh Court, Harcourt Road, Dublin 2, Co. Dublin, Ireland

REGISTERED IN IRELAND WITH LIMITED LIABILITY REGISTERED NUMBER 527370

Allegion is an equal opportunity and affirmative action employer

Privacy Policy

We believe in anticipating opportunities

by sharpening our skills

and finding new answers

through collaboration.

We believe in a safer, more secure world.

We believe in providing peace of mind.

We believe in being true to ourselves and to those