Senior Legal Executive Assistant - Thousand Oaks CA

ATTENTION MILITARY AFFILIATED JOB SEEKERS Our organization works with partner companies to source qualified talent for their open roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. If you have the required skill set, education requirements, and experience, Unless specifically stated otherwise, this role is "On-Site" at the location detailed in the job post.

Let’s do this. Let’s change the world. We are seeking a highly organized and proactive Senior Legal Executive Assistant to provide comprehensive administrative support to a Vice President of Law for the Development, Regulatory, Operations and Contracts Law Team (DROC), the DROC Law Team and Corporate Sustainability Team generally. The role requires exceptional judgment, discretion, organization, responsiveness, and the ability to anticipate needs in a fast-paced, global legal environment.

The successful candidate will independently manage complex priorities, coordinate across functions, and support work involving research and development, regulatory, manufacturing and quality, real estate, construction and contracting matters. The ideal candidate will possess excellent organizational and communication skills, ability to anticipate business needs, and proficiency with the Microsoft suite of software.

• Provide comprehensive, proactive administrative support to the Vice President, DROC attorneys and the Corporate Sustainability Team, serving as a trusted partner and central point of coordination.
• Proactively manage complex calendars, resolve scheduling conflicts, optimize use of time, and ensure the attorneys are appropriately prepared for meetings and key decisions.
• Coordinate domestic and international travel arrangements, including air, hotel, ground transportation, itineraries, and changes arising from evolving business needs.
• Prepare and process expense reports and other administrative submissions accurately and in accordance with company requirements.
• Plan and coordinate team, cross-functional, and external meetings, including agendas, pre-read materials, attendee lists, technology, facilities, catering, and follow-up actions.
• Maintain awareness of global time zones and coordinate effectively with colleagues and business partners across regions.
• Review, prioritize, and flag high-priority communications and pending approvals, as requested, and follow through to support timely completion.
• Compose, edit, proofread, and format correspondence, presentations, reports, legal documents, and other materials with a high degree of accuracy and professionalism.
• Organize and maintain electronic files, records, SharePoint sites, Teams channels, and other collaboration spaces to support efficient access, version control, and confidentiality.
• Coordinate legal and business projects, track milestones and action items, and follow up with responsible stakeholders to support timely execution.
• Assist with budget tracking, accruals, purchase orders, invoices, and coordination with Finance, Law Operations, outside counsel, consultants, and vendors, as applicable.
• Support contract-related administrative activities, including document routing, signature coordination, status tracking, and maintenance of executed agreements and related records.
• Conduct factual research and gather information at the direction of the attorneys.
• Act as a professional liaison with internal stakeholders, including R&D, Regulatory, Operations, Quality, Finance, Human Resources, and Law Operations, as well as external stakeholders.
• Maintain strict confidentiality and exercise sound judgment in handling sensitive legal, regulatory, business, and personnel information.
• Provide backup support to other administrative professionals and assist the broader DROC team and Corporate Sustainability Team with ad hoc priorities as needed.
• Manage multiple priorities in a continually changing environment while maintaining accuracy, responsiveness, and a high level of service.