Executive & Legal Assistant

Legal Franklin, Tennessee


Description

Mitsubishi Motors is looking for an Executive Assistant to support the Executive and Legal teams! As the Executive & Legal Assistant you will provide administrative, secretarial, and clerical support to the Company President, members of the Board of Directors, the General Counsel and Legal Department, and other executives as assigned.   May also provide guidance and direction to other executive office staff as required for efficient/effective operation.

What you'll be doing: 

  • Maintain calendars and other schedules for the President & CEO, EVP & COO, EVP & CFO, General Counsel, and other executives as assigned.
  • Maintain and monitor Executive office budget and Legal Department expense billing, accruals, check requests and payments.
  • Compose and type correspondence, prepare, edit/red-line and transmit contracts, presentations, reports, correspondence, proposals, lien releases, agendas, spreadsheets, and other documents.
  • Screen mail, visitors and phone calls and greet guests.
  • Coordinate executive travel and meeting arrangements and prepare expense reports.
  • Assist the Board of Directors and General Counsel/Secretary with meeting notices, meeting agendas, general communications, and accessing meeting materials and other documents in SharePoint.
  • Assist VIP visitors from MMC and other affiliated organizations.
  • Coordinate other executive office staff in the performance of assignments consistent with functional responsibilities including task assignments and phone coverage.
  • Manage and track contracts from initial request to execution, including maintaining databases and summary reports.
  • Assist with the opening of litigation and other legal files, and maintain filing and tracking systems.
  • Assist with litigation preparation, document collection and production, preservation of records, responses to subpoenas, and investigations.
  • Perform notary public duties.
  • Gather data, produce and distribute monthly reports for internal and external clients.
  • Act as a representative of the Executive office and the Legal Department with internal and external parties, communicating with internal and third parties to provide assistance or direct them to the appropriate department to resolve questions or problems.
  • Maintain confidentiality of proprietary materials and privileged information; protect the privacy and security of clients, customers and co-workers.
  • Effectively manage multiple priorities and meet stated deadlines while delivering quality results.
  • A sense of humor is required
  • May perform other duties as assigned.
What you'll have: 
  • Five years prior experience supporting executive level professionals (or equivalent position) required; experience supporting legal executive or attorneys a plus
  • Ability to assist executives and Legal Department with a high degree of professionalism, initiative, accuracy, discretion, and confidentiality; superior attention to detail and accuracy.
  • Advanced organizational skills used to control multiple projects including experience performing logging, documenting, prioritizing, tracking, follow-up, and follow-through on projects; ability to independently make decisions and solve problems.
  • Superior written/oral and interpersonal communication skills; ability to communicate with Company executives, management, and legal professionals, and to calmly respond in stressful business conditions.
  • Typing speed of 70 wpm and ability to take and transcribe dictation.
  • Associate’s degree in business, office management, communication, secretarial science, or other field related to the position, or equivalent combination of education and experience required. Bachelor’s degree strongly preferred.
  • Prior experience with Accounts Payable/Receivable and/or coordinating a department budget.
  • Advanced PC software skills including Word, Excel, Access, and PowerPoint.
  • Experience working for an auto manufacturer, auto supplier, or law firm supporting same preferred.
  • Notary public preferred.
  • This position requires the ability to work full time, some schedule flexibility, and the ability to work overtime if necessary.

What we’ll provide:

  • Competitive compensation package
  • Comprehensive healthcare coverage, including medical, dental, vision
  • Wellness program
  • Paid holidays and paid time off
  • 401(k) savings plan with company match
  • Professional growth and development programs, including tuition reimbursement
  • Vehicle lease and purchase programs
  • Open & collaborative work environment