Legal Executive Assistant - Forbes Advisor

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Marketplace is hiring! We’re looking for a seasoned Executive Assistant that can support our leaders across Legal, Finance and Human Resources. This person will need to be a certified notary public. You will play a vital role ensuring compliance across our business.

Legal Responsibilities:

• Conduct legal research and gather relevant information to support counsel

• Assist with contracts management 

• Liaise with external counsel on corporate governance documents and filings 

• Maintain and organize state regulatory filings and governance items, ensuring all documents are up to date and easily accessible

• Update and maintain company legal/compliance policies and procedures

Finance Responsibilities:

• Ensure timely filing of business registrations 

• Ensure timely filing of VAT, sales, use and income tax filings with 3rd party providers

• Assist with obtaining and distributing Certificates of Insurance from brokers to end users 

• Prepare and file governmental filings (ie. Federal forms about software acquired or fixed assets)

HR Responsibilities:

• Partner with the HR team to ensure legal compliance across all employment-related documents

• Performs Human Resources Related duties at the administrative level and may carry out responsibilities in some or all of the following functional areas: payroll, benefits, employee relations, new hire orientation, employment, labor relations, workers compensation, unemployment, leave administration

• Prepare verification of employment letters/forms

• Reconcile data, including invoices from medical vendors

• Perform other HR-related duties as assigned

Administrative:

• Maintain and coordinate multiple calendars and schedules

• Coordinate meetings and travel arrangements for offsites

• Prepare meeting materials, including agendas, reports, presentations, and detailed note-taking

• Handle confidential information with integrity, managing highly sensitive documents discreetly.

Qualifications:

• Minimum of 10 years of experience in executive support, with a preference for candidates who have provided support to multiple individuals and/or held roles involving frequent interaction with C-level executives.

• Proven interpersonal skills for effective communication across all organizational levels

• Demonstrated proactive problem-solving and decision-making skills with a metrics-driven and analytical mindset.

• Exceptional organizational and time management skills, adept at handling multiple tasks with meticulous attention to detail and quality.

• Highly reliable and responsive with a strong follow-up mentality and ability to prioritize tasks with a sense of urgency.

• Adept at managing sensitive information including confidential and proprietary documents with excellent judgment and discretion.

• Proficient in GSuite (Docs, Sheets, Mail, Slides) and Slack, additional experience with NetSuite and Lexion is a plus

• Thrives in fast-paced, hyper-growth environments, experienced in startups or high-growth tech industries, and skilled at handling multiple competing requests.

• Must have Certified Notary Public license

Forbes Marketplace provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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