We Elevate Quality of urban

Executive Admin Assistant & Legal Operations Support

Location:

Morristown, NJ, United States

Job

We Elevate... Quality of urban life

Our elevators, escalators, and moving walks safely transport more than two billion of us up and down buildings and across transportation hubs every day. As part of the Schindler team, you'll discover meaningful work that enhances quality of life for communities, and contribute to making places more accessible, inclusive, and sustainable for all. By joining us, you don't just become part of our success story;

you help shape the future and continue our rich legacy that started back in 1874.

Executive & Legal Administrative Support

• Provide comprehensive executive support to senior legal leadership including communications, planning and calendar management, meeting coordination, travel, expense reporting.
• Coordinate complex planning and scheduling across multiple time zones and global stakeholders.
• Prepare presentations, legal reports, spreadsheets and correspondence using Microsoft Office Suite.
• Provide administrative and logistical support to the CEO's office for special meetings throughout the year.
• Support global executives with travel logistics and admin support during visits.

Paralegal, Legal Operations & Corporate Governance

• Maintain corporate records and support corporate governance including entity documentation, filings, recordkeeping and board resolutions to ensure adherence to internal policies and regulatory requirements.
• Compile and analyze monthly contract reporting, extracting data from internal systems to track contract volume, attorney activity, and turnaround time.
• Support attorneys with preparation, review, and management of corporate and legal documents.
• Support streamlining processes related to pre-qualifications, corporate seal requests, and officer signatures.
• Collaborate with paralegals to establish best practices and troubleshoot operational issues.
• Coordinate the annual collection and reporting of Legal department budget and performance metrics, partnering with cross-functional teams to compile, reconcile, analyze, and prepare reports.

Financial Reporting & SAP Operations

• Manage Year End accrual reporting in coordination with Finance.
• Prepare monthly legal/commercial billing reports and product liability financial reports.
• Perform SAP reconciliation including invoice processing and discrepancy resolution.
• Execute weekly extraction and transfer of invoices from Legal Tracker into SAP, ensuring all batches are accurately processed and reconciled.

Procurement, Vendor Management & Evaluation

• Participate in evaluation and selection of legal vendors, AI tools, and third-party providers.
• Conduct vendor analysis evaluating functionality, user experience, cost efficiency, and service quality.
• Identify cost-saving opportunities and improvements to increase program utility.
• Manage relationships with vendors including Veritext, MCS, CT Corporation, Case Glide, and Thought River.

Large Meeting & Event Planning

• Plan and execute biennial Americas Legal Team meeting including sourcing, venue selection, agenda development, travel coordination, and full execution.
• Support planning and execution of annual large-scale corporate meeting (225+ attendees), including venue sourcing, food and beverage planning, hotel registration, flights, logistics, team building, meeting app coordination, and event materials.
• Coordinate additional corporate, legal and compliance meetings ensuring seamless execution.

Department Engagement & Training

• Plan and coordinate team-building activities, milestone celebrations, onboarding events, and holiday gatherings.
• Coordinate CLE training sessions and on-site software training.

Systems & Tools

• Utilize systems including SAP, Legal Tracker, Thought River, Case Glide, Veritext, CT Corp. and Microsoft Office Suite.

Education

• Bachelor's degree preferred

Experience

• Minimum of seven (7) years of experience supporting senior executives in a fast paced administrative or executive assistant capacity with significant paralegal responsibilities; 10+ years strongly preferred

Certifications & Licenses

• Paralegal certificate and notary designation…