Sr. Executive Assistant, Corporate & Legal Affairs
- Scottsdale, AZ
- Permanent
- Full-time
- Medical, dental, and vision insurance
- 401K + 5% company match
- Tuition assistance up to $5k per year
- Free basic life and AD&D insurance
- Free short-and-long-term disability insurance
- Paid time off
- Employee Resource Groups
- Recognition and perks
- Prepare, edit, and format Board-level documents and executive communications, ensuring accuracy, professionalism, and alignment with organizational standards.
- Coordinate Board of Trustees and corporate governance activities, including meeting logistics, governance records, minutes, resolutions, and compliance with regulatory requirements.
- Provide high-level executive support including calendar and travel management, drafting communications, overseeing onboarding, timekeeping, and expense reporting, while improving processes for efficiency.
- Manage scheduling and logistics for executive meetings and corporate events, overseeing project management, site selection, contracts, and communications.
- Maintain corporate governance and legal records for Vitalant and related entities in line with record retention policies.
- Partner with and guide other administrative staff, manage departmental budgets, and support audit, regulatory, and tax documentation requests.
- Provide advanced support to the Legal & Risk Department by managing systems, coordinating with counsel and finance, tracking litigation and compliance deadlines, and supporting contract lifecycle processes.
- Certificate of Paralegal Studies or higher level of certification/education preferred.
- Notary Public (State of Arizona) preferred.
- Minimum of seven (7) years of progressively responsible administrative experience supporting C-level executives or senior business leaders required.
- Experience in corporate legal, governance, or paralegal roles preferred.
- Demonstrated experience preferred in:
- Supporting corporate secretarial functions and board governance, including minute-taking and board meeting logistics.
- Preparing and managing board documents, ensuring accuracy, confidentiality, and professional presentation.
- Working within an in-house corporate environment, legal department or supporting legal operations.
- Using platforms such as BoardEffect® (or other board portal) and Thomson Reuters Legal Tracker (or other legal billing and matter management platform).
- Operating and troubleshooting boardroom AV technology and presentation tools.
- Proven ability to handle sensitive and confidential information with discretion, integrity, and professionalism.
- Exceptional organization, time management, and attention to detail, with the ability to manage multiple priorities, projects and meet deadlines.
- Strong verbal and written communication skills; able to communicate professionally across all levels of the organization and with external stakeholders.
- Ability to represent the organization and oneself in a calm, positive and professional manner in all situations
- Demonstrated discretion, diplomacy, and emotional intelligence in handling confidential and sensitive matters.
- Proven ability to work independently and collaboratively, adapt to changing priorities, and lead or support as needed.
- Accuracy and attention to detail with excellent editing and proof-reading skills and ability to compose and edit well thought-out professional correspondence and meeting minutes.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), SharePoint, Teams, and video conferencing platforms (Zoom, Teams).
- Experience with specialized systems such as BoardEffect board platform, Evisort Contract Lifecycle Management, Legal Tracker billing and matter management system, Concur expense reporting, and Workday timekeeping platforms.
- Skilled in records management, project coordination, and process improvement.
- Strong customer service orientation and commitment to teamwork and building internal and external relationships.
- Professional demeanor with sound judgment and strategic problem-solving capabilities.
- Ability to travel occasionally (up to 10%) for meetings or legal matters.