Executive Assistant, Legal

Position Summary:

The Executive Assistant, Legal provides high-level executive, strategic, and operational support to the Vice President of Legal / General Counsel and the Legal Department leadership team. This role operates with significant independence and discretion and serves as a trusted partner in managing executive workflows, confidential legal matters, and complex administrative, governance, and compliance processes.

The position is integral to executive productivity, legal risk management, and organizational effectiveness. Responsibilities include managing executive priorities and calendars; coordinating corporate governance and entity management activities; overseeing regulatory and government filings; preparing executive-level materials; facilitating internal and external communications; and ensuring efficient Legal Department operations. The role requires sound judgment, anticipatory thinking, and the ability to operate autonomously in a fast-paced, high-trust environment.

Responsibilities/Duties:

Executive-Level & Strategic Administration

• Manages executive-level workflows, priorities, and strategic administrative processes for the VP of Legal / General Counsel.
• Exercises independent judgment in prioritizing competing demands, resolving operational issues, and ensuring alignment with organizational objectives.
• Oversees executive calendars, strategic scheduling, travel coordination, and preparation for internal and external meetings.
• Represents the VP of Legal in communications with internal stakeholders, external counsel, regulators, vendors, and business partners, as appropriate.
• Prepares, reviews, and coordinates executive-level presentations, correspondence, reports, and business documents.
• Anticipates executive needs and proactively addresses issues to ensure continuity and efficiency of Legal Department operations.

Corporate Governance & Entity Management

• Manages and coordinates corporate governance responsibilities for The Boler Company and its affiliated entities.
• Maintains corporate records, minute books, resolutions, and entity documentation.
• Coordinates board and committee meetings, including preparation and distribution of agendas, materials, and minutes.
• Oversees required filings with governmental and regulatory authorities, including Secretaries of State and similar agencies.
• Serves as a primary point of contact for governance-related inquiries and documentation.

Operational, Planning & Cross-Functional Oversight

• Oversees coordination of Legal Department operational activities, including budgeting support, vendor management, and compliance tracking.
• Facilitates cross-departmental initiatives and ensures alignment with organizational priorities.
• Coordinates with internal departments to support legal and business objectives.
• Independently evaluates and prioritizes tasks and initiatives affecting Legal Department operations.

Legal, Compliance & Regulatory Coordination

• Oversees coordination of key Legal Department activities including budgeting support, compliance tracking, vendor management, and operational planning.
• Supports the Legal Department in managing confidential legal matters, compliance initiatives, and regulatory requirements.
• Assists with coordination of internal investigations, audits, and compliance-related reviews.
• Maintains strict confidentiality of sensitive legal, corporate, and personnel information.
• Supports implementation and monitoring of internal legal policies and procedures.

Legal Department File and Database Management

• Supports the Manager of Technical and Legal Affairs with updating and managing the Legal Department’s files and records associated with the Company’s various affiliated entities in the following areas:
• Patents, trademarks and other intellectual property matters.
• Product liability reported losses, claims, and litigation.
• Company-owned vehicles on-hand at its various operations within the U.S.
• Commercial vehicles leased or rented on a short-term basis by any of the Company’s operations within the U.S. for product testing and evaluation purposes.
• Maintains the Legal Department Projects database, enters new records and updates current records. Generates and distributes monthly reports to appropriate management at Boler and its applicable operations within the U.S.

Corporate Office Functions

• Acts as back-up for front desk / reception coverage.

Qualifications:

• Associate degree or bachelor’s degree with 5 years executive support and administration experience or high school diploma with at least 10 years of executive support and administration experience.
• Superior Microsoft Office and Vizio skills to include Word, Excel, PowerPoint, Outlook.
• Constructive and positive interpersonal skills with the ability to interface effectively with a wide variety of internal personnel and external parties, including the board of directors.
• Professionally poised and excellent judgement and discretion when managing highly confidential information.
• Ability to prioritize, organize, and juggle multiple responsibilities and time.
• Strong written and verbal communication skills.
• Sound judgment in decision making and establishing priorities.
• Self-motivated and proactive to make improvements in systems and procedures.
• Positive team player at the ready to roll up sleeves.

Benefits and Pay

• Job Type: Full time, in office.
• We offer a full complement of benefits that include health, life and disability insurance, a flexible spending account for health care and dependent day care expenses as well as retirement benefits that include 401(k) savings and pension.