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!

• 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.

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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.