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Executive Administrative Assistant (Legal & Compliance)

Apply Share Job ID 1170 Category Corporate Functions Job Location Redwood City, California Posted Date 12/11/2018


The Executive Administrative Assistant role provides administrative and operational support to the Chief Legal Officer and the senior staff in the Legal and Compliance departments. In addition, this position acts as back-up and team-member support for other corporate office administrators. In this highly visible role, the individual will handle details of an extremely confidential and critical nature and must be able to maintain professional and ethical standards at all times. This role will require facility with administrative and technical processes and systems, and a pro-active, team-oriented perspective and motivation. This person helps to accomplish team objectives; supports the development and maintenance of detailed project schedules; accomplishes assigned projects using a variety of tools including, Box, Apttus, and Sharepoint, supports ongoing operations for the Legal and Compliance departments to include contract management, budgeting, scheduling and supporting of a variety of meetings, conferences and departmental activities. Lastly, this person accepts ownership of tasks and finds opportunities to add value and create efficiencies within the department and across the company.

· Provide Executive Assistant support including phone, email support, calendaring (including routine outlook requests, one-on-one schedules and departmental meetings) to the CLO and the senior staff.
· Perform responsibilities to support legal operations to include contract management, review and preparation of expense reports and budgeting for department and professional services.
· Coordinate travel and expense report management for the CLO as well as the senior staff.
· Provide proactive support for various administrative projects and processes: communications & presentations; internal/external correspondence; organizational updates, monthly reporting requirements and communication, etc.
· Support departmental educational opportunities (e.g., PLC, Bloomberg); working directly with these suppliers, ordering books, materials, supplies, etc., as requested by members of the department.
· Conduct routine administrative activities including, but not limited to: document filing and retention, copying and distribution, credit card reconciliation, time off/in office calendar, supplies, internal and external correspondence and mailings, subscriptions and publications, and other activities upon request.
· Assist team members with planning internal meetings and cross-department meetings.
· Be a supporting partner of system administration work for the department's knowledge management systems (e.g., Apttus, Box, etc.); provide first-level troubleshooting support to users, and coordinate problem solving with IT and other stakeholders. Participate in training and onboarding new users to these and other systems.
· Obtain and maintain certification of Notary Public and provide notary services
· Routinely answer questions and field requests from GHI personnel related to departmental programs, projects, and functions
· Track and monitor department budget, working closely with the department and its finance partner on managing the budget.
· Provide backup phone and/or calendaring support as needed for corporate office administrators during vacation, sick days or other out of office needs.
· Interface with Board Members, all levels of employees, outside vendors, patients and industry luminaries as necessary.

· Strong interpersonal skills that demonstrate an ability to communicate at all levels of a corporation, as well as the Board of Directors and Industry leaders.
· Computer skills: advanced word processing; spreadsheets, advanced PowerPoint, databases, contract and matter management, knowledge management & collaboration tools familiarity and use of Internet, presentation development skills MS Office expertise must be at a very high level.
· Write memos, emails, letters with proper grammar and spelling.
· Mastery of calendaring for multiple, complex schedules, and pro-active issue spotting and resolution of meeting time conflicts, need for travel time, etc.
· Demonstrate ability to manage multiple, simultaneous, complex tasks and to meet deadlines.
· A positive mental attitude to daily tasks and becomes a net contributor to overall morale.
· Serve as a department "ambassador" to reinforce the team's commitment to excellence, collaboration, and customer-service oriented culture and values.
· Demonstrate willingness to exercise initiative in cases where decisions need to be made and supervisors are not available to consult, coupled with the tact and judgment to do so appropriately.
· Demonstrate excellent communication skills, verbal, tact, and composure under pressure.
· Maintain strict confidentiality in all aspects of role where exposed to sensitive issues.
· Manage schedules, travel, and logistical projects / programs in and outside of Genomic Health for supported executives.
· Ability to develop productive, collaborative relationships throughout the organization.
· Demonstrate detail orientation and organizational skills with ability to prioritize.
· Demonstrate customer service orientation (experience in customer or client-facing role is a plus).
· This is a non-exempt role and the candidate must be able to manage and accurately maintain recordkeeping of time worked.

Work Experience:
· Minimum of 10 years in executive level support, preference for experience in public company support, and legal and compliance familiarity. Flexibility to support functional processes.
· Basic knowledge of industry-standard corporate practices and policies preferred.
· Meeting planning experience helpful


The Executive Administrative Assistant role provides administrative and operational support to the Chief Legal Officer and the senior staff in the Legal and Compliance departments.
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If you want to be part of a team that prides itself in teamwork and developing cutting-edge technology at Genomic Health, apply today!