Senior Executive Assistant, Legal and Compliance

About the role

Ullico Inc., a diversified insurance and financial products and services company headquartered in Washington, DC, is actively recruiting a Senior Executive Assistant to support the General Counsel & Chief Compliance Officer and other attorneys within the Company's Legal & Compliance Department. The successful candidate will be expected to work in the office at least three days per week, alternating between the Bethesda MD and Washington DC offices and must be available to work onsite on additional days as business needs dictate with reasonable advance notice.

The Senior Executive Assistant provides comprehensive administrative and operational support, including managing complex calendars, coordinating Board of Directors and committee meetings, preparing meeting materials and records, maintaining departmental systems and documentation, processing invoices and expenses, assisting with budget activities, and coordinating travel and special events. Serving as a key liaison between attorneys, Company Directors, and internal and external stakeholders, this role helps ensure the efficient operation of the Legal & Compliance Department.

Principal Duties and Responsibilities

• Provides a wide array of administrative support, including word processing, scanning, copying, fielding telephone calls, distributing incoming mail, routing inquiries received in the Department, managing departmental office supplies, managing electronic and hard copy records, etc.
• Coordinates numerous calendars and communicates with internal and external contacts to schedule meetings and other events; manages calendars for select attorneys.
• Serves as the principal point of contact with Company Directors and their assistants for the scheduling of Board and committee meetings, and assists Directors with access to Board materials and Company resources.
• Handles the logistics of Board of Director and other internal meetings (i.e., scheduling rooms and IT resources, handling catering needs, and assisting on-site with meeting set-up and break-down).
• Prepares, or assists with the preparation of, miscellaneous documents, including meeting attendance records and meeting minutes.
• Assists with the maintenance of records and data in the Department's matter management and contract management platforms.
• Makes travel arrangements as required, through the Company travel agent or directly with vendors.
• Prepares invoices for payment and processes check requests and travel and business expense reimbursement requests.
• Prepares monthly estimates of accrued outside counsel expenses; assists with annual Departmental budget preparation.

Performs other similar and related duties as required.

Minimum Qualifications

The successful candidate will have a minimum of a Bachelor's degree or equivalent and substantial administrative experience in an in-house legal department, law firm, governmental legal office, or similar executive-level professional environment. The successful candidate will have experience with spreadsheets, expense reporting, invoice processing, basic accounting activities, and preparing correspondence and meeting materials.

Proficiency in Microsoft Office Suite and Adobe Acrobat, the ability to handle highly confidential information with discretion are required. Experience in the insurance, investment, or financial services industry is preferred, as is experience supporting senior executives and board members.

The ideal candidate will be proactive, able to anticipate departmental and attorney needs, and possess exceptional communication, professionalism, discretion, tact, initiative, and attention to detail. They must thrive in a fast-paced environment, effectively manage competing priorities, and have prior experience supporting legal professionals in an in-house legal department, law firm, or governmental legal environment.

For over 95 years, Ullico, the only labor-owned insurance and investment company, has been a proud partner of the labor movement. From insurance products for members, leaders and employers, to investments that have created thousands of union jobs, our customers continue to count on Ullico to protect them. The Ullico Inc. family of companies includes The Union Labor Life Insurance Company; Ullico Casualty Group, Inc.; Ullico Investment Company, Inc.; and Ullico Investment Advisors, Inc.

• Ullico is an Equal Opportunity Employer.
• This organization participates in E-Verify.
• The job posting will expire or renew after 30 days