Legal Executive Assistant

About the company

Ascot Group

Insurance · 501 to 1,000 employees

What you'll do

• Provide high-level administrative support to the Legal & Compliance leadership team and the Corporate Secretarial function, anticipating needs and ensuring priorities are addressed efficiently.
• Manage complex and frequently changing calendars, thoughtfully prioritizing meetings, deadlines, and commitments across multiple time zones.
• Coordinate domestic and international travel, including detailed itineraries, agendas, accommodations, and supporting materials.
• Prepare and process expense reports accurately and promptly.
• Support the Corporate Secretarial function with board, committee, and subsidiary board meetings, including scheduling, preparing and distributing meeting materials, logistics, and tracking follow-up actions.
• Prepare initial drafts of written resolutions, consents, and certificates for review, and maintain entity, director, and officer records for Ascot’s group entities.
• Coordinate management committee meetings.
• Prepare agendas, presentations, correspondence, briefing materials, and other documents to support meetings and executive communications.
• Track key legal, governance, and administrative initiatives, deliverables, decisions, and deadlines; follow up proactively to support timely completion.
• Manage assigned projects from inception through completion with a high degree of accuracy, organization, and accountability.
• Maintain legal, corporate, and corporate secretarial records with rigorous attention to organization, accuracy, version control, retention requirements, and confidentiality.
• Coordinate with internal stakeholders, board members, external counsel, and other service providers on legal, governance, administrative, and documentation needs.
• Conduct basic legal research and information gathering under the direction of the Legal team.
• Partner effectively with Administrative Assistants, Executive Assistants, and colleagues across Ascot to coordinate schedules, projects, and onsite and offsite meetings and events.
• Apply sound judgment, strict confidentiality, and appropriate information-handling practices across all legal, corporate, board of directors, and personnel matters.
• Provide backup support to the broader administration team and perform other responsibilities as assigned.
• Demonstrate a commitment to The Ascot Way by fostering collaboration, inclusion, engagement, development, and individual accountability in every interaction.
• A minimum of 10 years of experience in executive administration, legal / corporate secretarial support, or a related role; experience supporting senior executives or a legal / corporate secretarial function is required.
• Exceptional organizational and time-management skills, with a demonstrated ability to prioritize multiple assignments and meet deadlines in a fast-paced environment.
• Excellent written and verbal communication skills, with the judgment to communicate professionally on behalf of senior leaders.
• Strong interpersonal skills and the ability to build trusted relationships with colleagues, senior executives, board members, external counsel, and other stakeholders.
• Proven discretion and integrity when handling confidential, sensitive, and privileged information.
• A proactive, resourceful approach to problem-solving, with sound decision-making skills and a strong sense of ownership.
• Strong project-management capabilities and the ability to move priorities forward with limited supervision.
• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint, as well as video-conferencing and collaboration tools; demonstrated ability to use AI-enabled and automated tools responsibly to improve efficiency, support research and document preparation, and enhance the quality of work while applying sound judgment, protecting confidential information, and validating outputs.
• Collaborative, adaptable, and calm under pressure, with the flexibility to respond to changing priorities and business needs.
• Ability to work occasionally outside standard business hours and from the New York office as business needs require.
• Health and welfare benefits: medical (including prescription coverage), dental, vision, health savings account, commuter account, health care and dependent care flexible spending accounts, life insurance, accidental death and dismemberment insurance, work-life resources (including an Employee Assistance Program), and more.
• Leave benefits: paid holidays; annual paid time off, including state or local paid leave where required; short- and long-term disability; and other leaves, including bereavement, FMLA, adoption, maternity, military, primary caregiver, and non-primary caregiver leave.
• Retirement benefits: contributory savings plan (401(k)).

What you need

• The role requires a proactive, highly organized professional with sound judgment, discretion, and exceptional attention to detail.

Key skills

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