Overview
POSITION TITLE: Executive Legal Assistant
REPORTS TO: Chief Legal Officer
SUPERVISION EXERCISED: None
LOCATION: New York, NY (CSC)
Grade/Class: Grade C, Non-Exempt, Non-Union
ABOUT THE ORGANIZATION:
ADL is the leading anti-hate organization in the world. Founded in 1913, its timeless mission is “to stop the defamation of the Jewish people and to secure justice and fair treatment to all.” Today, ADL continues to fight all forms of antisemitism and bias, using innovation and partnerships to drive impact. A global leader in combating antisemitism, countering extremism and battling bigotry wherever and whenever it happens, ADL works to protect democracy and ensure a just and inclusive society for all.
PRIMARY FUNCTION:
The Executive Legal Assistant will provide administrative support to the Chief Legal Officer (CLO) and the General Counsel (GC), as well as perform a variety of project management/paralegal functions as directed.
Responsibilities
Primary:
- Maintain executives’ calendars; schedule appointments, and coordinate meetings and calls.
- Coordinate executive travel and hotel arrangements. Track business expenses. Process reimbursements.
- Respond to routine incoming correspondence on behalf of executives, sort and prioritize incoming mail.
- Assist executives with the creation of presentations, spreadsheets, and other documents.
- Maintain departmental files. Establish and maintain standard and/or specialized databases as appropriate.
- Track department budget expenses. Prepare and follow up on invoices and billing of outside counsel and other vendors/consultants.
- Attend and produce minutes from meetings on an as-needed basis.
- Assist in the contract management process, by processing agreements for signature, securing required approvals, and tracking incoming requests and responses.
- Work with the Compliance team to maintain charitable registrations.
- Help create and update legal pages on the ADL intranet.
- Arrange and host cross -organizational internal and external meetings, including by securing space, organizing catering, and tracking attendance.
Secondary:
- Order office supplies; monitor and arrange maintenance of office equipment.
- Provide guest lists to Security for screening.
- May maintain departmental vacation schedule and time records.
Qualifications
Skills:
- Proficiency with Microsoft Office Suite including Word, Outlook, Excel and PowerPoint, as well as Sharepoint, Box, Slack, Zoom, Concur, and Bill.com.
- Experience with Igloo, Airtable, and contract management programs a plus.
- Superior organizational skills and ability to multi-task.
- Highly effective problem-solving skills.
- Strong communication skills; confident interacting across all levels of the organization and with external constituents.
Attributes:
- Outstanding levels of tact, diplomacy, and confidentiality.
- Calm and effective under pressure.
- Strong attention to detail and follow up.
- Enjoys working in a team environment.
- Highly effective problem-solving skills.
- Anticipates needs and is proactive.
- Passion for ADL’s mission.
Work Experience:
- The ideal candidate has several years' experience providing executive level support in an office environment.
- Experience as a Paralegal, Contract Manager or Project Manager is a big plus.
Education:
- An associate’s degree or equivalent experience is required; a Bachelor’s degree is preferred.
Work Environment:
- This position can include weekend and evening hours.
- ADL is a hybrid environment; this role requires 3 days in the office.
Compensation:
- This position has a salary range of $50,000 to $66,000. This salary range is reflective of a position based in New York, New York. Please note that actual salaries are commensurate with experience and reflect the budget for a given position, and since ADL has a location-based compensation structure, there may be a different range for candidates in other locations. For an overview of our total rewards package, please visit https://www.adl.org/about/careers.
ADL values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of underrepresented ethnic groups, foreign-born residents, and veterans to apply. ADL is an equal opportunity employer. Recruitment, hiring, promotions and other terms, conditions and privileges of employment shall be maintained in a manner which does not discriminate on the basis of age, race, creed, religion, color, national origin, sex, sexual orientation, gender expression, marital status, physical or mental disability, veteran status, or military status, or in violation of any applicable Federal, state or local laws.
ADL will ensure that individuals with disabilities are provided reasonable accommodations to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. For individuals with disabilities who would like to request an accommodation to support the interview process, please contact Talent & Knowledge at talentacquisition@adl.org.
ADL will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the Fair Credit Reporting Act, and all other applicable State, Local, and Federal laws.
The information in this job description indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, or be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job, nor is it to be interpreted as a contract for employment.
