Administrative Assistant

Administrative Assistant

The Administrative Assistant provides high-level administrative and operational support to the General Counsel and Chief Financial Officer and their teams, acting as a trusted partner who anticipates needs and keeps multiple priorities, projects, and stakeholders moving at the same time. This role requires sound judgment, the ability to anticipate needs, and comfort balancing competing deadlines across two executives in a fast-paced environment with minimal direction.

The ideal candidate handles sensitive and confidential matters with discretion, brings structure to complex, overlapping work streams, uses modern tools, including AI, to work efficiently, and communicates with confidence at all levels of the organization.

• Executive Support:
  Serve as a strategic partner to the General Counsel and Chief Financial Officer, managing complex calendars, anticipating conflicts and priorities, resolving competing demands on both executives' time, and acting as a point of contact for internal and external stakeholders.
• Project Management:
  Own and drive multiple concurrent projects from start to finish, including legal and finance-related initiatives, by setting timelines, coordinating across teams, tracking deliverables, and keeping leadership informed of status and risks. Conduct research and prepare polished reports, presentations, and briefing materials, using AI tools where appropriate to draft, summarize, and organize information.
• Task Tracking:
  Maintain matter trackers, dashboards, and status reports, and follow up with internal teams and outside parties to keep tasks moving toward completion.
• Communication:
  Draft, edit, and manage professional correspondence, including privileged and highly sensitive matters, maintaining a high standard of clarity, discretion, and confidentiality. Serve as a point of contact between the General Counsel/Chief Financial Officer and internal teams, outside counsel, and other outside parties.
• Travel Coordination:
  Plan and manage complex travel arrangements and itineraries, including international travel.
• Meeting Coordination:
  Prepare and facilitate executive meetings, capturing detailed minutes with actionable follow-ups.
• Expense Management:
  Prepare and reconcile complex expense reports.
• Budgeting & Forecasting:
  Assist in the preparation, monitoring, and quarterly reforecasting of departmental budgets to ensure financial accuracy and alignment with organizational goals.
• Departmental Support:
  Provide calendar and scheduling support to department members as needed.
• Document Management:
  Maintain and organize important documents and files, both physical and digital, including contracts, legal documents, and confidential records, with attention to version control and accurate filing.
• Document Preparation:
  Assist in preparing and formatting documents, reports, and presentations.
• Ad Hoc Tasks:
  Take on additional projects and priorities as they arise.

• Member of the Church of Jesus Christ of Latter-day Saints and currently temple worthy.
• High school diploma or equivalent required; bachelor's degree in business administration or related field preferred.
• 7+ years of administrative experience, preferably supporting multiple managers or departments, with a track record of managing several projects or work streams simultaneously.
• Experience in a legal, contract, or compliance-related environment (such as a law firm, legal department, or transaction team) and familiarity with legal terminology and document workflows is helpful but not required.
• Advanced proficiency in Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint).
• Familiarity with using AI tools, such as generative AI assistants, to streamline research, drafting, and…