Temporary Executive Assistant to the General Counsel and Chief Compliance Officer

IEEE; New York (NY); On-site; USD 60,000 - 80,000; Full time

Job summary

IEEE is seeking a Temporary Executive Assistant to provide comprehensive support to the General Counsel and Chief Compliance Officer. This role requires managing sensitive information, preparing legal documents, and coordinating administrative functions. Ideal candidates will have 7-10 years of relevant experience and a Bachelor’s degree in a relevant field.

Qualifications

• 7-10+ years of relevant business experience.
• 3-5+ years supporting a key executive in a corporate legal environment.
• Experience managing confidential information.

Responsibilities

• Handles and processes confidential information effectively.
• Prepares legal documentation and manages financial information.
• Supports recruitment and manages vendor relationships.

Skills

Attention to detail

Legal and compliance research

Communication skills

Project management

Technical skills

Education

Bachelor’s degree

Certificate in paralegal studies

Tools

Microsoft Office Suite

Google environment

Tableau

Job description

Temporary Executive Assistant to the General Counsel and Chief Compliance Officer-240171 : N / A

Description

Job Summary :

This temporary position supports the General Counsel and Chief Compliance Officer, its Managing Counsels and the Legal and ComplianceDepartment through a variety of tasks that require careful balancing of multiple competing goals and the handling ofsensitive matters pending within the Legal & Compliance Department. The role provides a high level of personal andcustomer support while building and maintaining internal and external professional relationships on behalf of the GC and CCO, the Legal Department, and IEEE. The incumbent functions in a role that requires the careful and thoughtfultreatment of highly confidential and sensitive information. The incumbent also acts as the department office manager andworks with the managing attorney to spearhead the onboarding process of temporary employees and new hires. The position involves conducting research, drafting legal documentation,preparing reports, budgets, and payments, handling information requests, negotiating with Department vendors, resolvingdisputes with vendors, engaging with Board members and staff on pending matters, and performing administrativefunctions such as receiving visitors, arranging conference calls, and scheduling calendar appointments, making travel arrangements and processing travel receipts and scheduling meetings.

Key Responsibilities :

• Handles and processes confidential and sensitive information
• Prepares initial drafts of legal documentation for review including GC / CCO’s correspondence, memoranda,presentations, governance items, and other documentation
• Prepares budgets and forecasts for the Department and manages the day to day budget process.
• Manages bills and other payments
• Independently directs communication with IEEE management to pursue Department goals and properly safeguardsensitive items
• Manages relationships with department vendors, including negotiation on terms of service, pricing, and resolution ofdisputes
• Supports the office recruitment process, including placement posting relevant to the legal market and manage theonboarding process for temporary employees and new hires
• Is the e-billing and CounselLink billing manager
• Prepares and documents financial information in an audit-ready manner in the annual and monthly budget forecasts
• Maintains the GC / CCO’s appointments schedule and oversee domestic and international travel arrangements, submits travel reimbursements and processes travel receipts
• Provides office management support with respect to office wide meetings, including identification of onsite and offsitevendors, negotiation, and meeting coordination
• Fulfills other tasks as assigned

Qualifications

Education and Experience :

Bachelor’s degree in a liberal arts / sciences curriculum that focused on excellence in research and writing is stronglypreferred.

A certificate in paralegal studies is helpful.

7-10+ years of relevant business experience which includes 3-5+ years of experience supporting a key executive, preferablyin a corporate legal environment including the management of confidential information.

Prior experience working with legal and compliance programs and professionals is strongly desired. Experience workingin a start-up, fast-paced environment will be very helpful. Experience working in a scientific intellectual property environment will bevery helpful.

Professional background must include experience in a customer-focused business environment that demonstratesknowledge and skill in three or more of the following areas :

Skills and Other Requirements :

• Strong attention to detail.
• Legal and compliance research.
• Statistical, operational, strategic, and / or financial planning and reporting preferred.
• Gathering, analyzing, interpreting, reporting and benchmarking legal and compliance data.
• Project and task management, including skills in defining requirements, translating requirements into measurable goalsand outcomes, documenting milestones and desired outcomes, planning and scheduling implementation activities,coordinating and developing communication plans, and planning for and providing information sharing sessions withinternal and external clients.
• Analysis and management of administrative processes and quality efforts.
• Excellent communication and interpersonal skills face to face and through electronic media
• Exceptional exercise of discretion and confidentiality with respect to highly sensitive information
• Ability to balance multiple priorities and meet deadlines
• Must possess technical skills and also seek out technology solutions to business challenges. Specifictechnology knowledge and experience needed to produce the desired outcomes include the following : Apple iWork(Notes, Numbers, Keynote) and Microsoft Office Suite (Word, Excel, PowerPoint) and related applications, Googleenvironment (Gmail, Google drive, etc.), Tableau experience is helpful and relational databases.
• Ability to engage, direct, manage and resolve vendor relationship issuesFor information on work demands and conditions required for this position, please consult the reference document below, “Physical, Mental, and Work Environment Standards for IEEE Positions.”This position is classified under Category I – office positions. IEEE is an EEO / AAP Employer / Protected Veteran / Disabled

Disclaimer : This job description outlines the general nature and key features performed by various positions that share the same job classification.It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job.Nothing in this job description restricts management’s right to assign or re-assign duties to this job at any time due to reasonable accommodations or other

business reasons.

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