Executive Assistant - Legal

POSITION SCOPE AND ORGANIZATIONAL IMPACTMoss’ Executive Assistant to the General Counsel provides administrative duties while operating with a high degree of autonomy, demonstrating a significant degree of experience, discretion, and technical skills. The ideal candidate will manage communications, meetings, projects, and activities for the General Counsel. They will rely on you to take a proactive role in ensuring these items are efficiently coordinated and tracked. In this role, excellent communication and collaboration are paramount. You will analyze situations and exercise sound judgment in determining appropriate courses of action.ESSENTIAL JOB DUTIES AND RESPONSIBILITIESEnsure strict confidentiality and discretion in handling sensitive matters, particularly decisions that directly affect the Executives and business partnersScreen and respond to incoming telephone calls promptly and professionally, ensuring efficient communication flowGreet team members and visitors warmly, both in person and over the phone, effectively answering or directing inquiries and controlling access to specific individualsManage and maintain the Executives calendar, coordinating appointments, meetings, events, and travel, while proactively resolving scheduling conflictsCoordinate all aspects of travel and accommodations for the Executive and any accompanying individuals, ensuring a seamless experienceStreamline the Executives time by efficiently handling correspondence, preparing documents, conducting research, and managing telecommunicationsPrepare and reconcile expense reports and invoices, ensuring accuracy and timely submission for the Executives approvalPlan and coordinate events of varying sizes, managing all details including communication, RSVPs, logistics, catering, and entertainmentCultivate and maintain relationships with vendors, including sporting clubs, athletic venues, hotels, and social clubs, to ensure favorable terms and quality serviceUndertake ad hoc projects as needed, including personal events and family-related tasks, demonstrating flexibility and adaptabilityFacilitate cross-departmental communication and strengthen internal relationships by coordinating with various teams to ensure cohesive collaboration and information flow. Act as a liaison to promote a culture of teamwork and mutual respect across the organizationOperate effectively both independently and as part of a team, engaging with colleagues and external contacts to achieve objectivesHelp the Executives manage involvement with external committees and organizations, ensuring productive engagement and representationAssist the Executives with planning presentations and developing slides, focusing on clear communication and professional presentation of informationSupport the Executives participation at conferences and industry events, including logistics coordination, materials preparation, and schedule managementReceive and transmit non-disclosure agreements (NDAs) for internal review and execution.Receive and file electronic documents on the company server.Manage application, qualification, renewal and tracking of construction and business licenses and continuing education requirements for license qualifiers.Redact confidential information from various documents and contracts.Manage and update the legal register of ongoing legal work and projects.Assist with and remind counsel of pending deadlines.Manage execution and distribution of legal documents, contracts, NDAs, and other documents through DocuSign.Perform other duties as assignedEDUCATION AND WORK EXPERIENCEMinimum of three years’ experience supporting an ExecutiveTech savvy; Proficient in PowerPoint, Office, and MS Excel, Teams, Zoom, etc.Bachelor's degree from a four-year college or university preferredJOB TITLE:

EXECUTIVE ASSISTANTJOB LOCATION:

FORT LAUDERDALE, FLCLASSIFICATION:

FULL TIME – EXEMPT – SALARIEDREPORTS TO:

GENERAL COUNSEL, SOLARMoss is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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