Executive Assistant

Jackson Hewitt

(Jersey City, New Jersey)
Full Time
Job Posting Details
About Jackson Hewitt
WE STAND BEHIND OUR WORK As certified tax preparers we know our stuff and are held to a standard even higher than required by the IRS. We know the tax code better than others. We ask more of the right questions to find the credits and deductions you deserve and others miss. Bottom line - your tax return is 100% accurate or we pay.
Summary
The Executive Assistant provides principal administrative support to the General Counsel and Associate General Counsel, and the Chief Financial Officer and works closely with the leadership team and board of directors.
Responsibilities
* Manage the execution of complex administrative support to the General Counsel, Associate General Counsel, and the Chief Financial Officer. * Interface with various departments and develop and maintain professional business relationships with senior management. * Coordinate and schedule a wide variety of meetings. Make travel arrangements, arrange for conference sites/rooms, calendar management, assist with the preparation of agendas for meetings, and hospitality services when appropriate. * Process all incoming and outgoing mail. Independently compose and prepare routine correspondence. * Manage document storage system to ensure documents are properly filed and stored. * Assist with the preparation of a wide range of documents, requiring the use of advanced word-processing and power point presentations. * Maintain Legal Department calendar, and all litigation, regulatory, and other relevant spreadsheets and SharePoint sites.Maintain Legal Department database. * Maintain outside counsel billing files, and support internal and external audits of legal invoices.Prepare and maintain quarterly legal spend reports. * Maintain confidential company information and files. * Schedule meetings and appointments with internal and external executives, departments, agencies and business partners. * Organize and maintain the Legal Department File Room, office files and records. * Coordinate the signing, sending, and filing of all necessary paperwork in a timely manner. * Format, type, edit and proofread documents and correspondence. * Assist in the gathering, editing, publishing, and distribution of materials required prior to or following meetings. * Update legal source books and manuals. * Maintain extensive knowledge of company policies and procedures and legal document practices. * Exercise sound judgment in handling certain matters in the absence of General Counsel and interact with company officers, directors, employees and others. * Prepare Board meeting materials and agendas for distribution. * Screen telephone calls, when needed, with the ability to personally handle routine calls while referring all legal questions to attorney. * Conduct basic research on legal and corporate governance matters. * Provide contract assistance for internal clients. * Assist the General Counsel in the preparation and maintenance of corporate minutes. * Prepare check requests, expense reports, and purchase requisitions. * Other job duties as assigned.
Ideal Candidate
* BA/BS degree preferred or equivalent work experience required. * Experience in a corporate law department or law firm preferred but not required. * Proficient in MS Office (Word, Excel, PowerPoint) required. * Strong verbal and written communication skills and focus on detail and accuracy. Ability to adapt to high pressure deadlines and manage an office. * Proven administrative responsibility relating to office functions, communications, dealing with people outside of the company and the ability to interact constructively with wide variety of colleagues. * Presentation of professional attitude and demeanor. * Analyze and use discretion in the proper handling of confidential information. * Must be comfortable in a team based environment. * Willingness to work long hours if work dictates.

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