Corporate Executive Assistant/ Legal Administrator

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Executive Assistant Job Purpose: Conserves President's time and promotes the corporate image by representing the president internally and externally; providing liaison between the president, key executives, and employees; provides direct support to both the Legal and Human Resources Functions and manages general office duties.

Executive Assistant to the President:

  • Represents the president by welcoming visitors, reviewing correspondence; arranging company dinners and other corporate functions; answering questions and meeting requests directed to the president.
  • Arranges corporate travel and meetings by developing itineraries and agendas; scheduling travel; booking other transportation; arranging lodging and meeting accommodations.
  • Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans.
  • Improves quality results by studying, evaluating, and re-designing processes; implementing changes.

Executive Assistant to General Counsel:

  • Provide administrative/executive assistance
  • Serve as administrative liaison to gaming regulators
  • Generate and maintain gaming license/permit applications and disclosures
  • Maintain various records and files (corporate records, business certificates, permits, etc.)
  • Maintain multi-state corporate annual reports/registrations with various secretaries of state
  • Coordinate execution and distribution of documents both internally and externally
  • Prepare and track trademark submissions
  • Draft correspondence
  • Perform special tasks and assignments as required

Executive Assistant to Director of Human Resources:

  • Process Employee Background Checks
  • Report Terminations to ADP Total Source
  • Ensure required labor Posters are posted
  • Assist in the Development of the companies Safety Program & Implement
  • Support hiring and termination activities
  • Post openings on Corporate/Job Board Websites
  • Produce and distribute Bi-weekly Time Sheets

Description: Corporate Executive Assistant / Legal Administrator (Continued)

  • Member of Employee Activities and Safety Committees
  • Receptionist services, including guest check-in and issuance of security badges
  • Assign serial numbers and print/issue employee badges

Office Manager Responsibilities:

  • Process payments via American Express (Expense report)
  • Maintaining the condition of the Corporate Facility and arranging for necessary repairs; maintaining the condition of the office and arranging for necessary repairs
  • Reviewing and updating health and safety policies and ensuring they are observed
  • Directing and planning essential central services such as reception, security, maintenance, mail, archiving, cleaning, catering, waste disposal and recycling
  • Checking that agreed work by staff or contractors has been completed satisfactorily and following up on any deficiencies

Skills and qualifications:

  • Bachelor’s degree (in office/business administration or communications a plus)
  • 5 years minimum experience in a progressively senior role in executive/office administration
  • Advance skill levels in full suite of MS Office Suite (Word, Excel, PowerPoint, Outlook, Calendar Management) with keyboarding skills of 60 w.p.m. minimum, and a strong knowledge of the Internet
  • Contract administration, paralegal or similar experience preferred, but not required
  • Well-developed interpersonal skills, tact, understanding and appreciation of diverse points of view with proven ability to achieve goals and objectives through eliciting the assistance and cooperation of others
  • Exceptionally strong organization skills with a demonstrated ability to deliver results in a fast-paced dynamic environment, handle multiple priorities and problem-solving, demonstrates ability to self-motivate and act with complete discretion
  • Demonstrates well thought out organizational skills in time management
  • Ability to work independently, initiate action confidently and to resolve administrative issues/problems
  • Strong listening, interpersonal, written and communication skills and the ability to develop and maintain strong working relationships
  • Possesses an active California Notary Public License a plus
  • Ability to effectively manage special projects as assigned
  • Strong presentation skills