Executive Assistant, Legal
Remote – USA
AHI agilon health, inc.
Remote – USA
Executive Assistant, Legal
The Executive Assistant/ Corporate Paralegal role is defined by the broadest, and increasingly high level, scope of responsibilities and therefore, is the administrative position that provides the greatest room for growth for the professional serving in this capacity.
The Executive Assistant/Corporate Paralegal performs a broad range of administrative and paralegal tasks, can support an executive at a senior level within the organization (including C-level, Senior Director or Senior Vice President), and may be required to support the team reporting to that executive in all administrative functions. It is of critical importance that the EA/CP has a demonstrated ability to juggle multiple tasks for various constituencies, promptly respond to requests with an eye on the overall landscape of priorities and make sound judgments based on past experiences combined with the needs of the team. The successful EA/CP thrives in a highly collaborative working environment and is someone who enjoys working with colleagues to brainstorm ideas and resolve challenges – big and small – as a regular part of the workday.
Essential Job Functions
Primary responsibilities for the EA/CP include:
- Management of the executive’s calendar, including scheduling and confirming appointments, coordination of meeting rooms/facilities and attendees.
- Travel planning from beginning to end, including selecting airfare, ground transportation and hotel stays.
- Preparation of agendas, spreadsheets and presentations. Attend meetings with the executive (or in place of the executive as needed), and take, transcribe, and distribute notes or minutes as requested and as appropriate. Compile action items for follow-up to share with the executive and set deadlines for completion.
- Provide paralegal support to team focused on litigation, corporate governance, contract management, corporate communications, and marketing
- Assist with the preparation and organization of detailed records in support of the agilon’s board meetings and financial filings
- Coordinate and receive board and committee signatures for documents and materials
- Manage board document delivery and related responsibilities in connection with board meetings
- Maintain and filing corporate records, including resolutions, board of director changes, annual reports, and other required filings etc.
- Drafting of various agreements and drafting transactional documents
- Expense report management, including the gathering and submitting of all receipts through the company’s two expense reporting portals. The same may be required if the EA is supporting the executive’s team.
- Screening visitors, phone calls, emails, or physical mail.
- Organizing special events, such as team offsite meetings, in all respects, including booking hotel blocks, managing offsite technology needs, meal planning, etc.
- Act as primary point of contact for new members of the executive’s team, and as a mentor for junior and/or new members of the Administrative team as requested.
Other Job Functions
The EA/CP requires minimal supervision and, over time and through demonstration, will be given more leeway for independent decision making by the executive.
As such, the EA will:
- Approach all work for the executive proactively, anticipate needs and plan for contingencies as part of the daily workflow.
- Be highly self-directed and have meticulous attention to detail, including follow-up and follow-through on all tasks, which can range from scheduling meetings to organizing events.
- Represent the mission of the executive and the overall organization with respect, inclusiveness, professional and polished communication (verbal and written), and a high degree of sensitivity to confidential information.
- Actively participate in regularly-scheduled meetings with the company’s Administrative team, acting as a representative for the executive and her/his team. Bring agenda items and ideas for process improvement to the meeting, and participating in new Admin Onboarding programs as requested.
- Understand that no job is too big or too small. Ultimately, the performance goals of the EA should be an extension and reflection of the priorities of the executive that the EA is supporting.
- The EA/Corporate Paralegal will have 4-10 years of experience and an expert-level competency with the Microsoft Office Suite, including Word, Excel, PowerPoint, Excel and Teams, along with a high comfort level with other virtual meeting tools, such as Zoom.
- A bachelor’s degree and experience with board meetings and communicating with directors is preferred.