Job Information
II-VI Incorporated - Warrendale Executive Legal Assistant - 2004985 in Warrendale, Pennsylvania
Executive Legal Assistant - 2004985
DESCRIPTION/RESPONSIBILITIES: Basic Function of the Job
Our Legal and Compliance team (Team) is looking for an Executive Legal Assistant to work in their Team. The Executive Legal Assistant will function as a partner with the Team, reporting to the Chief Legal and Compliance Officer (CLCO). The Executive Legal Assistant will serve as the executive assistant to the entire Team, to maximize efficiency and productivity while maintaining the strictest confidentiality and discretion when dealing with all company information.
The incumbent is expected to take initiative and exercise independent judgment in relieving the Legal and Compliance Team of administrative details through prior experience working in a corporate legal department. The incumbent is accountable for administrative and technical services in support of the CLCO, direct reports of the CLCO, Legal Operations Team, and other Team members as needed. This position enables each of the Team's practice areas assistance by supporting systems, processes, procedures and administrative needs in an efficient manner. This is a great opportunity to work with a dynamic, fast-paced, innovative legal and compliance department.
Primary Duties & Responsibilities * Provide executive assistant duties to CLCO on daily basis, including travel with CLCO as needed. * Contribute to the Team's success by interacting and supporting the Team as a detailed and comprehensible meeting notetaker, establishing agendas, taking and maintain meeting minutes and follow-up action items. * Under the supervision of department staff, prepare, review, proofread, compile, summarize, and create a variety of legal correspondence, written documents, reports, and spreadsheets and tables. * Responding to correspondence from internal or external contacts, and referring complex correspondence to higher-level personnel, * Manage calendars by coordinating schedules to plan meetings, anticipate and identify global time requirements, and ensure that calendars are not double booked. Ensure meetings are maintained and any changes to the calendar are communicated in a timely manner. * Schedule and coordinate Team onsite, offsite, virtual meetings and events. * Coordinate meetings, presentations, hotel, and transportation arrangements, including lunch and dinner arrangements. * Aid with meeting material preparation, and distribute materials as needed for meetings. * Coordinate and secure appropriate meeting rooms and appropriate meeting equipment for meetings. * Ensure action is assured and confirmed through follow-up on high priority items. * Coordinating requests with administrative staff from internal cross functional departments. * Provide general administrative support to the Team including expense report processing, maintaining monthly travel schedules, maintaining calendars, setting up visitors, ordering supplies and coordinating mailings. * Copying, scanning and filing as needed by Team. * Maintain monthly and annual document releases. * Prepare travel requests and submit expense reports. * Coordinate any travel change requests with travel agency. * Register Team members for events, conferences, seminars, trainings, etc. * Purchase supplies for Team members. * Maintain accurate files and records, including confidential material. * Coordinate with other departments as needed for Team, including executive administrative staff. * Order and coordinate delivery of flowers, deliveries, etc. for Team as needed. * Manage Team mail. Distribute as needed. * Perform other duties as assigned, depending on Team and business priorities.
Education & Experience * BA or BS degree required. * Minimum 4-6 years' directly applicable work experience in a similar role, including: * Work in a corporate legal department, preferred * Performing and continuously improving administrative work. * Proficient in using the MS Office suite, including Outlook, Excel, Po erPoint and Visio. * Proficient using the Adobe suite of products. * Knowledge of legal processes and technology. * Familiarity with legal operations. * Experience with Smartsheet, SimpleLegal, DocuSign and MS Forms preferred.
Skills * Strong analytical skills and attention to detail. * Ability to support multiple team members at the same time. * Ability and desire to utilize legal technology to ensure efficiency within a high paced, new age, corporate legal department. * Problem solver who is not deterred by obstacles. Must be capable of handling multiple projects and initiatives simultaneously. * Embrace technology to enable and automate business processes. * Demonstrate ability to meet deadlines while working on multiple projects in a fast-paced and rapidly changing environment. * Ability to work with diverse personalities in a multi-cultural, global team environment. * High degree of flexibility and adaptability to work extended hours, even on a sustained basis as may be required. * Advanced written and oral communication skills. * Positive, self-motivated, quick learner and innovative person. * Meticulous attention to detail, especially in written materials. * Excellent organizational skills. * Proactive, strong team player.
Safety Requirements All employees are required to follow the site EHS procedures and Coherent Corp. EHS standards.
Quality and Environmental Responsibilities Depending on location, this position may be responsible for the execution and maintenance of the ISO 9000, 9001, 14001 and/or other applicable standards that may apply to the relevant roles and responsibilities within the Quality Management System and Environmental Management System.
Coherent Corp. is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.
Note to recruiters and employment agencies: We will not pay for unsolicited resumes from recruiters and employment agencies unless we have a signed agreement and have required assistance, in writing, for a specific opening.