Executive Assistant - Law Department - ECOLAB

Ecolab is seeking an experienced, professional and dynamic Executive Assistant to provide support to the Executive Vice President General Counsel. This position will perform standard and advanced executive assistant duties including handling highly confidential information.

To be successful in this role you must be a high-energy, very organized, and polished self-starter who initiates and anticipates, communicates well, has excellent project management, writing and advanced computer skills.

Location:
This position is located at our Corporate Headquarters office in Saint Paul, Minnesota, and will be performed on-site at least 4 days per week.  
 

What You Will Do:

• Proactively manage calendars and schedule meetings for General Counsel
• Exercise discretion in organizing and maintaining the electronic calendar including managing telephone calls and visitors; arranging and coordinating appointments, meetings, and functions; and preparing and providing appropriate documentation to assist with meetings
• Provide support with calendar and email management, coordination of conference calls, and WebEx Microsoft Teams meetings
• Coordinate domestic and international travel arrangements including logistics, agendas, developing complete and comprehensive itineraries, booking flights and accommodation, and arranging meetings and visits
• Provide administrative services for executive leadership team meetings and other meetings, including distributing relevant materials and agendas, and preparing and distributing accurate minutes to a high-quality standard in a timely manner; manage logistics
• Produce high-quality reports, presentations and other documents in Microsoft Word, PowerPoint and Excel
• Prepare drafts of correspondence, agendas, presentations and other documents in response to verbal and/or written instructions, to a high degree of accuracy and presentation
• Prepare quarterly updates regarding Law, Regulatory, and SHE teams to present to the CEO/CFO
• Compile quarterly legal updates for 10K/10Q reporting
• Manage projects as requested
• Prepare expense reports
• Make independent decisions regarding planning, organizing, and scheduling priorities for self, executives and direct reports (within guidelines)
• Act as liaison for internal customers and key contact for executive contacts and customers
• Utilize the company e-billing system for processing outside counsel invoices
• Assist outside counsel with billing and invoice status
• Distribute various legal notices to appropriate Law Department staff

Minimum Qualifications:

• High School Diploma or equivalent
• 5 years of executive assistant experience
• Expert Proficiency in Microsoft Office skills (Word, Excel, PowerPoint) and Microsoft Outlook (email and calendar management) with an ability to become familiar with other key programs such as Workday, Concur and Legal Tracker
• Ability to type 55+ WPM

Preferred Qualifications:

• Bachelor’s Degree
• 2 years of experience working for a Fortune 500 company
• 3 years of corporate experience in companies with more than 10,000 employees
• 2 years of legal secretary experience
• Excellent grammar, punctuation, and spelling
• Understanding of deadlines with minimal supervision
• Ability to uphold the strictest level of confidentiality and effectively manage sensitive information with professionalism and speed
• Direct professional experience facilitating and supporting all Board preparation, including preparing relevant communications and meeting materials and other duties as needed
• Proficiency in calibration and delegation of duties
• Excellent organizational, project management, and problem-solving skills with high attention to quality and detail with impeccable multi-tasking abilities
• Exceptional interpersonal skills & friendly and professional demeanor
• Previous experience as an Executive Assistant reporting directly to senior management
• Strong verbal and written communication skills and executive presence
• Demonstrated follow-through and results delivery
• Demonstrated initiative with the ability to both work independently and be resourceful, anticipating and communicating potential issues
• Flexibility to respond to urgent project needs and shifting priorities
• Strong customer focus and approachability
• Critical thinking, analytical and problem-solving skills
• Ability to effectively manage multiple, competing priorities, to staggered deadlines, in a fast-paced environment
• Adaptability and flexibility, with a willingness to collaborate in a team environment

Ecolab strives to provide comprehensive and market-competitive benefits to meet the needs of our associates and their families. Click here to see our benefits. 

If you are viewing this posting on a site other than our Ecolab Career website, view our benefits at jobs.ecolab.com/working-here. 

Our Commitment to Diversity and Inclusion
At Ecolab, we believe the best teams are diverse and inclusive, and we are on a journey to create a workplace where every associate can grow and achieve their best. We are committed to fair and equal treatment of associates and applicants. We recruit, hire, promote, transfer and provide opportunities for advancement on the basis of individual qualifications and job performance. In all matters affecting employment, compensation, benefits, working conditions, and opportunities for advancement, we will not discriminate against any associate or applicant for employment because of race, religion, color, creed, national origin, citizenship status, sex, sexual orientation, gender identity and expressions, genetic information, marital status, age, disability, or status as a covered veteran.

In addition, we are committed to furthering the principles of Equal Employment Opportunity (EEO) through Affirmative Action (AA). Our goal is to fully utilize minority, female, disabled and covered veteran individuals at all levels of the workforce. Ecolab is a place where you can grow your career, own your future and impact what matters.

We will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance, the San Francisco Fair Chance Ordinance, and the New York City Fair Chance Act.