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Executive Assistant & Board Liaison

$67,200- $84,000/ year
Posted Jun 05
Full Time
On Site
Atlanta, Georgia

MISSION / SUMMARY:

We are seeking a highly organized and experienced Executive Assistant to provide comprehensive administrative support to our General Counsel and Board of Directors. The ideal candidate will have 5+ years of relevant experience, possess exceptional communication skills, discretion, and proficiency using the Diligent Board Portal. This role requires a very detail-oriented individual who can efficiently manage multiple priorities, foster strong relationships, and ensure seamless operations within the legal and governance functions of our organization.

 

JOB FUNCTIONS: 

Job functions include but are not limited to the following.

  • Must work within and adhere to the company’s core values of Integrity, Respect, Accountability, Relationships and Teamwork
  • Primary liaison between the General Counsel and internal/external stakeholders, including members of the Board of Directors and senior management.
  • Support law department event planning for team building events, legal trainings, and trade association events.
  • Prepare and distribute Board materials through the Diligent portal with meticulous diligence.
  • Assist in preparation of board meetings, including all coordination for Board travel (meetings are held at Atlanta headquarters as well as off-site locations), meal planning and meeting support.
  • Manage Board T&E and compensation.
  • Provide administrative support to the General Counsel including calendar management, travel coordination and minute preparation.
  • Manage the physical and digital records of the law department, including all Board materials.

 

Generalist Support for Department 

  • Provide daily support for General Counsel and Board of Directors and back up support for Department VPs and Paralegals.
  • Schedule and coordinate all planning for meetings, lunches, offsite events.
  • Organize and manage the onboarding process for the Law Department and Board of Directors.
  • Coordinate with IT about computers, software licenses, printers.
  • Coordinate with facilities for department requests/needs.
  • Provide first-level or back up end user resource for technical support of key legal department systems processes, board materials compilation and projects and introductory end-user training as needed.

 

Vendor Management

  • Collaborate with Law team members to process all vendor renewals.
  • Collaborate with Law team members and vendors on application implementation, testing, upgrades, customizations, configurations, and maintenance for key legal department systems.

 

Budgeting 

  • Support the department’s expense management efforts, including first-line monthly expense reviews and tracking expenses to budget.
  • Collaborate with Legal team and Financial Planning team members to review and manage department expenses; and where necessary, coordinate the prompt financial reclassification of incorrectly charged expenses discovered in expense reviews.
  • Serve as back up for coordinating delinquent invoice payments for Law department.
  • Review Expense Reports

 

Reporting & Governance

  • Lead coordination and execution of department metrics on a regular and consistent basis ensuring compliance with corporate/department policies and procedures.
  • Manage Corporate Governance process (distribute questionnaire and track responses, send audit responses).
  • Support Internal Audit by distributing and maintaining records.
  • Support External Audit by distributing and maintaining records.

 

Other Duties as Assigned by Management.

 

BACKGROUND / EXPERIENCE:

  • Demonstrated experience as an initiative-taking executive partner in a fast-paced work environment.

 

EDUCATION / KNOWLEDGE:

  • Four-year degree preferred or equivalent combination of education and experience.
  • Compensatory closely related work experience required in lieu of degree.

 

SKILLS:

  • Board Management Software (Diligent preferred)
  • Office management and coordination
  • Microsoft O365 Suite (MS Team, PowerPoint, Word, Excel, and Outlook)
  • Event planning
  • Project management

 

Excellent written and verbal communication skills

  • Effective gatekeeper and liaison
  • Must be skilled at multi-tasking.
  • Proactively develop solutions.
  • Deliver timely results.

 

SCHEDULE DEMANDS:

  • General schedule is an 8-hour M-F assignment, however, employee must be willing to work alternate schedules occasionally; that may include early mornings, nights, and/or weekends and be punctual while doing so.
  • Occasional overnight travel to include flying, driving, or riding by car.

 

PHYSICAL DEMANDS:

  • Sitting or standing for extended periods of time up to 8-hours
  • Occasional Lifting up to 20 lbs.
  • Reading computer screen or other electronic devices
  • Use of various office hand and electrical tools or equipment

 

KEY COMPETENCIES:

  • Integrity & Trust
  • Action Oriented
  • Comfort Around Higher Management
  • Composure
  • Customer Focus
  • Organizing

 

Pay Range:   $67,200.00 - $84,000.00

 

Graphic Packaging is an Equal Opportunity Employer. All candidates will be evaluated on the basis of their qualifications for the job in question. We do not base our employment decision on an employee's or applicant's race, color, religion, age, gender or sex (including pregnancy), national origin, ancestry, marital status, sexual orientation, gender identity, genetic identity, genetic information, disability, veteran/military status or any other basis prohibited by local, state, or federal law. Click here to view the Poster, EEO is the Law.