Executive Admin Assistant & Legal Operations Support
Location: Morristown, NJ, United States
Job ID: 89071
We Elevate... Quality of urban life
Our elevators, escalators, and moving walks safely transport more than two billion of us up and down buildings and across transportation hubs every day. As part of the Schindler team, you’ll discover meaningful work that enhances quality of life for communities, and contribute to making places more accessible, inclusive, and sustainable for all. By joining us, you don’t just become part of our success story; you help shape the future and continue our rich legacy that started back in 1874.
Join us as a
Executive Admin Assistant & Legal Operations Support
Your main responsibilities
Executive & Legal Administrative Support
- Provide comprehensive executive support to senior legal leadership including communications, planning and calendar management, meeting coordination, travel, expense reporting.
- Coordinate complex planning and scheduling across multiple time zones and global stakeholders.
- Prepare presentations, legal reports, spreadsheets and correspondence using Microsoft Office Suite.
- Provide administrative and logistical support to the CEO’s office for special meetings throughout the year.
- Support global executives with travel logistics and admin support during visits.
Paralegal, Legal Operations & Corporate Governance
- Maintain corporate records and support corporate governance including entity documentation, filings, recordkeeping and board resolutions to ensure adherence to internal policies and regulatory requirements.
- Compile and analyze monthly contract reporting, extracting data from internal systems to track contract volume, attorney activity, and turnaround time.
- Support attorneys with preparation, review, and management of corporate and legal documents.
- Support streamlining processes related to pre-qualifications, corporate seal requests, and officer signatures.
- Collaborate with paralegals to establish best practices and troubleshoot operational issues.
- Coordinate the annual collection and reporting of Legal department budget and performance metrics, partnering with cross-functional teams to compile, reconcile, analyze, and prepare reports.
Financial Reporting & SAP Operations
- Manage Year End accrual reporting in coordination with Finance.
- Prepare monthly legal/commercial billing reports and product liability financial reports.
- Perform SAP reconciliation including invoice processing and discrepancy resolution.
- Execute weekly extraction and transfer of invoices from Legal Tracker into SAP, ensuring all batches are accurately processed and reconciled.
Procurement, Vendor Management & Evaluation
- Participate in evaluation and selection of legal vendors, AI tools, and third-party providers.
- Conduct vendor analysis evaluating functionality, user experience, cost efficiency, and service quality.
- Identify cost-saving opportunities and improvements to increase program utility.
- Manage relationships with vendors including Veritext, MCS, CT Corporation, CaseGlide, and ThoughtRiver.
Large Meeting & Event Planning
- Plan and execute biennial Americas Legal Team meeting including sourcing, venue selection, agenda development, travel coordination, and full execution.
- Support planning and execution of annual large-scale corporate meeting (225+ attendees), including venue sourcing, food and beverage planning, hotel registration, flights, logistics, team building,
- meeting app coordination, and event materials.
- Coordinate additional corporate, legal and compliance meetings ensuring seamless execution.
Department Engagement & Training
- Plan and coordinate team-building activities, milestone celebrations, onboarding events, and holiday gatherings.
- Coordinate CLE training sessions and on-site software training.
Systems & Tools
- Utilize systems including SAP, Legal Tracker, Thought River, CaseGlide, SAP, Veritext, CT Corp. and Microsoft Office Suite
What you bring
Education
- Bachelor’s degree preferred;
Experience
- Minimum of seven (7) years of experience supporting senior executives in a fast paced administrative or executive assistant capacity with significant paralegal responsibilities; 10+ years strongly preferred
Certifications & Licenses
- Paralegal certificate and notary designation a plus
What’s in it for you?
- Fully vested 401k match, up to 7% of total eligible compensation.
- Competitive Medical, Dental and Vision Plans - Effective from first day of hire.
- 3 weeks’ vacation which increases with tenure, 7 sick days, 3 floating holidays and 8 Company Observed Holidays.
- Tuition Reimbursement - Eligible after 6 months of service.
- Parental Leave – 100% base pay for 6 consecutive weeks within first year of a child’s birth or adoption.
- A wide range of development opportunities to boost your professional and leadership growth.
Base Salary $71,600 - $89,500 paid hourly
The above represents the typical salary range for this position. Revisions to the range may be considered based on your experience, education, location, demonstrated skills, and alignment with business priorities. Please note that the compensation listed reflects only base salary and does not include variable incentives or benefits. This position is eligible for an annual bonus based on performance.
We Elevate… Your Career
Become part of our team, help us enhance quality of life and drive innovation while raising the bar for safety and sustainability. We value your diverse skills and perspectives as together we shape the sustainable cities of today and tomorrow.
Don’t meet every single requirement? If you’re excited about this role but your experience doesn’t align perfectly with the qualifications listed in the job description, we encourage you to apply anyway! You may just be the right candidate for this or other roles!
Are you ready to embark on a new journey? Join #TeamSchindler! Our Core Values:- Safety: Uphold the highest safety standards for all.
- Integrity and Trust: Foster honest, ethical relationships.
- Create Value for the Customer: Deliver innovative, reliable solutions.
- Quality: Ensure excellence in every product and service.
- Commitment to People Development: Nurture our people, they are the heart of our success.
Discover more on .
At Schindler Group we value inclusion and diversity, and practice equity to create equal opportunities for all. We endeavor that all qualified applicants will receive consideration for employment without regard to age, race, ethnic background, color, religious affiliation, union affiliation, gender, gender identity, sexual orientation, marital status, national origin, nationality, genetics and health, disability or veteran status.
Any unsolicited application from Recruitment Agencies is deemed to be rejected and does not constitute in any manner an offer from a Recruitment Agency.
Recommended Jobs
Psychotherapist, LPC, LCSW, LAC, LMFT
Job Description Job Description Pay: $50.00 - $70.00 per hour Job Overview We are currently seeking NJ licensed mental health professionals to provide psychotherapy services in an outpatien…
Production Worker
Job Description Job Description Job Summary: The production worker will be able to work on the production line with consistent speed and accuracy while maintaining production standards and wor…
Travel CT Tech Job
Job Overview TLC Nursing Associates, Inc. is seeking an experienced Computed Tomography (CT) Technologist to perform high?quality CT scans, ensure patient safety, and uphold regulatory standard…
Orthopedic and Myofunctional Physical Therapist
Position #2: Orthopedic and Myofunctional Physical Therapist Job Description Company Overview: PT owned outpatient practice located in Rochelle Park, New Jersey has an immediate opening for a full/…
Neurologist
About Us Cooper University Health Care is named as one of America’s Best Employers by Forbes , and one of only 30 companies in New Jersey to make the Forbes list. Cooper University Hospital, …
Co-occurring Disorder Spec
Job Title: Co-occurring Disorder Spec Location: Monmouth Medical Center Department Name: Acute partial Hospital Program Req #: 0000255607 Status: Hourly Shift: Day Pay Range: $29.39 …
Quality Engineering
Job Title: Quality Engineering Pay rate up to $40.15/hr. range Location: Clifton, New Jersey Zip code: 07014 Start Date: Immediate Contract: 12 Months Contract to Hire Tags: #QualityEngineerin…
HVAC Residential Service Technician
Job Description Job Description Description: An HVAC (Heating, Ventilation, and Air Conditioning) Service Technician is responsible for installing, maintaining, and repairing heating, cooling, a…
Registered Nurse (RN) Days TU5
Responsibilities Summit Oaks Hospital, a 126 bed, private acute care hospital and chemical dependency treatment center, located in a picturesque suburban setting, fully accredited (by the Joint…
Psychiatrist - 1099 Contractor - Hammonton, New Jersey
About Lyra Lyra Health is the leading provider of mental health solutions for employers supporting more than 20 million people globally. The company has published more than 20 peer-reviewed studie…