Executive Assistant, Legal & Compliance

at  Harris Associates

At Harris, the true value of what makes us successful is found in our people. It is our unique mix of cultures, experiences, beliefs and backgrounds that sets Harris apart from the rest. We constantly strive to cultivate, nurture and amplify an unparalleled environment, where we value intellectual curiosity and uniqueness of thought. Inclusion is embedded in the very fabric of our culture of collaboration and openness.
We understand that a job description only tells one part of a broader story, and Harris is seeking dynamic candidates who can add to our best-in-class environment. We recognize that qualifications can be gained through both traditional and non-traditional paths, and we are committed to considering candidates who possess the potential to be excellent in this role regardless of prior experiences.

POSITION SUMMARY

The Executive Assistant is responsible for providing administrative support to the General Counsel, as well as the broader Legal & Compliance teams. Proactively supports senior staff across many administrative tasks including substantial schedule and meeting management, screening and directing calls, arranging travel, preparing reports and presentations, coordinating meeting logistics and special events, preparing expense reports, and maintaining files. This position requires attention to detail, initiative, discretion, independent judgment, working within strict deadlines, as well as the ability to juggle multiple tasks in an efficient and organized manner, The individual will interact with all levels of staff within the firm so will be critical to exercise a high degree of discretion and tact in all communications.

• Performs a variety of administrative tasks (data entry, ordering office supplies, copying, retrieving and delivery mail to team, scanning and faxing) for senior level management.
• Routinely privy to sensitive material, including established and maintaining confidential files.
• Responds to majority of requests and inquires with limited guidance from management.
• Drafts confidential documents and reports which may be complex in nature.
• Organizes and assembles materials for senior leadership committee and board meetings, as well as due diligence materials for client meetings.
• Proofreads and edits correspondence, memorandums, contracts, reports, agendas and minutes.
• Coordinates and manages attendance record keeping for firm-wide annual compliance meeting.
• Maintains legal and compliance calendars.
• Manages meeting calendars for selected members of the Legal and Compliance teams, makes travel arrangements, and prepares expense reports, including reconciliation of charges.
• Responsible for preparing and filing monthly anti-terrorism reports with regulatory agencies.
• Pays and coordinates annual renewals of subscriptions to publications and registered agent fees.
• Coordinates and manages paper and electronic filing systems.
• Serves as principal point of contact and administrator for Iron Mountain records retention and destruction program.
• Assists with administration of Diligent – the firm’s governance platform for Boards’ and Committees’ meeting materials.
• Assistance with affiliate reporting to parent company.
• Provides assistance with various internal audit and regulatory examination/inquiry requests.
• Provides contract management support, including obtaining internal signatures.
• Processes Legal invoices, bills, and expenses.
• Proofread and publish updated compliance policies and procedures.
• Assists with SharePoint maintenance.
• Ensure lawyers licensing requirements are up-to-date.
• Routinely manages and coordinates departmental projects (e.g., records destruction, archiving, inventory maintenance) from implementation through completion, as well as assisting with ad-hoc projects.