Legal Executive Assistant

Why Work For Us?

• Great Pay - opportunity to participate in AAA discretionary annual incentive plan or other incentive plans depending upon position
• 401k Matching – $1 for $1 company match up to 6% of eligible earnings per pay period
• Benefits – Medical, Dental, Vision, wellness program and more!
• Paid Holidays
• Paid Time Off – Team Members accrue paid time off monthly. Depending on position, an additional 24 hours per year are earmarked for volunteer activities.
• Collaborative Environment – AAA will value your contribution to providing exceptional service to our members
• Free AAA Classic Membership
• AAA Product Discounts
• Tuition Reimbursement Program

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At AAA, our Team Members strive to deliver amazing service and help our Members outsmart life’s roadblocks. We believe everything you do outside of work adds to who you are at work. We're working to transform AAA for the next century with a mission to create Members for life by unleashing the innovative spirit of our Team Members.

NOTE: This role is hybrid and requires 3 days a week in our Walnut Creek, CA office.

JOB SUMMARY

The Legal Executive Assistant will provide administrative and paralegal support to the Chief Legal Officer and Corporate Secretary. This position will also support the Vice President Legal - Litigation and the Vice President Legal - Corporate Transactions.

ESSENTIAL FUNCTIONS

• Strong management of scheduling all internal and external meetings, travel plans, conference calls and day to day activities for senior executive(s).
• Will be responsible for executing, problem-solving, decision-making, analysis, critical thinking, and interpretation of complex information.
• This role involves strategic planning, prioritizing tasks, evaluating options, and making autonomous choices based on situational factors.
• Must be able to be discrete while performing confidential functions, including preparing Board Resolutions and work on Board-related matters, Ethics and Compliance Hotline reporting and document/data maintenance, preparing confidential correspondence, reports and other complex legal documents.
• Requires continuous use of legal and business vocabulary and a detailed knowledge of company operations, organizational procedures, and resources.
• Writes correspondence on behalf of the senior executive(s). Monitors Legal Department Mailbox and exercises judgment and discretion to respond or redirect as appropriate.
• Reconciles corporate credit card account(s) and prepares expense reports.
• Ensure any process served upon the Company is timely submitted to the appropriate Department/Function for response; same with any Regulatory Agency notification.
• Assists in calendaring due dates in accordance with Court calendars and response deadlines. Ensures court hearing dates are calendared.
• Arranges travel associated with court hearings and trials, including flights, hotels and transportation.
• Collects receipts and information required to prepare expense reports, maintaining files and records for accuracy
• Is able to assist in filing of annual reports, processing changes to management structure for corporate filings, as needed.

KNOWLEDGE AND SKILLS

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and little oversight.
• Strong time management skills to assist multiple partners with calendaring, managing expense reports, proactively moving meetings.
• Strong interpersonal skills, with the ability to partner with managers at all levels.
• Expert level written and verbal communication.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information.
• Ability to adapt to various competing demands and demonstrate the highest level of customer/client service.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
• Advanced computer skills with the ability to train others in system usage.
• Expert in all Microsoft systems and Google Suite.
• Paralegal experience in a law firm or corporate office supporting the legal team
• Experience with expense reporting systems
• Experience filing corporate filings for state or county records.
• Experience working with docketing/calendaring court matters, including hearing, response time, establishing trial schedules.

EDUCATION, COMPETENCIES, CERTIFICATIONS/LICENSES

• Bachelor's degree plus 5 years or High School diploma plus 9 years of relevant experience as a Executive Assistant or Legal Assistant in a law firm or corporate legal department
• 3+ of experience with corporate filings
• Paralegal certificate preferred

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