Executive Assistant, Legal & Compliance

American Beacon Partners Executive Assistant Legal & Compliance

Our office is located in Irving, Texas (Las Colinas).

Hybrid:
In office, currently Monday-Tuesday-Wednesday each week, with the option to work from home on Thursday and Friday.

Job Description:

The Executive Assistant provides clerical and administrative support for the Legal and Compliance departments.

• Drafts, formats and proofreads correspondence, reports and other documents
• Maintains calendars and contact lists
• Processes invoices for payment and maintains tracking spreadsheet
• Orders office supplies, as needed in office
• Processes departmental mail
• Provides backup support for the reception desk, as needed in office
• Assists with travel arrangements and expense reimbursement, as needed
• Assists with preparation and monitoring of departmental budgets
• Participates in ongoing training to better support team members
• Coordinates electronic signatures for execution of contracts or filings, as well as serving as notary, as needed
• Coordinates bi-weekly Legal Department meetings
• Maintains and organizes centralized electronic and manual contract management system
• Supports Compliance Department in preparation of certain reports
• Prepares audit response letters
• Supports special projects as assigned
• Prepares hard copies of Corporate and Fund Board meeting materials
• Assists with Board-related functions
• Prepares certain Board materials, as needed
• Updates agreements and other documents, as needed, following Board approvals
• Maintains and archives Board minutes
• Assists with organization of Section 15(c) materials

• Previous secretarial/clerical/administrative experience
• Exceptional office and communication skills, professional demeanor
• Exceptional analytical, organizational and computer skills, with proficiency using Word, Excel and document management and file-sharing platforms with high degree of accuracy
• Experience organizing and maintaining electronic files, ideally in a legal or compliance setting, with the ability to consistently manage and retrieve agreements, disclosure documents, and related documentation in a structured and accessible manner
• Familiarity with generative AI tools
• Flexible, punctual, proactive, and a demonstrated ability to take initiative
• Demonstrates perseverance, responsiveness, positive attitude, enthusiasm, and an eagerness to learn
• Understands the importance of discretion and confidentiality
• Ability to handle multiple responsibilities concurrently and work independently to perform a variety of tasks with accuracy and attention to detail
• Above average proof-reading skills and attention to terminology, grammar and formatting standards
• Excellent decision making and problem assessment skills