Job Description

Our client, a non-profit organization, is seeking an Executive Assistant/Paralegal to support their team in NYC!

Role Overview:

As the EA/Paralegal, you will provide both legal and administrative support to the General Counsel and Legal Department. Your responsibilities will span project coordination, legal assistance, and office administration.

Key Responsibilities:

Project Coordination

• Track and manage departmental projects, tasks, and action items.
• Serve as the liaison between Legal and other departments: schedule meetings, prepare agendas, take minutes, and follow up on next steps.
• Manage electronic and physical contract execution, including notarization as needed.

Legal Support

• Maintain and update legal templates and ensure proper use across departments.
• Guide staff on contract procedures and best practices.
• Conduct research on relevant laws and regulations related to governance and documentation.
• Facilitate document certification, authentication, and apostille within NYC.
• Support corporate governance tasks (e.g., resolutions, minutes).
• Organize and manage digital legal records and shared drives.

Administrative Support

• Provide daily administrative assistance to the General Counsel.
• Oversee vendor onboarding and procurement processes.
• Collaborate with Finance on invoice processing, expense tracking, and petty cash.
• Draft, proofread, and distribute legal documents and correspondence.
• Schedule meetings, manage calendars, and arrange travel for the General Counsel.

Required Qualifications:

• Experience as an executive assistant, legal assistant, paralegal, or similar role.
• Familiarity with legal research and processes.
• Excellent attention to detail, time management, and organizational skills.
• Strong written and verbal communication.
• Self-starter with the ability to manage competing priorities and deadlines.
• Eagerness to learn legal and administrative concepts.

Preferred Skills & Competencies:

• Degree or certification in paralegal studies.
• Experience with legal operations tools.
• Familiarity with document certification, authentication, and apostille procedures.
• Proficiency in Microsoft 365, Zoom, Monday.com, DocuSign, or similar tools.
• Notary Public license.

The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.

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