Executive Administrator & Paralegal

Role Summary

Executive Administrator & Paralegal supporting the Legal and Compliance teams and operational functions in a hybrid capacity. Provides high-level administrative support, paralegal assistance, calendar and travel coordination, contract and matter workflow management, and confidential handling of information to scale Legal and Compliance effectiveness for a biotech organization.

Responsibilities

• Proactively manage complex calendars, priorities, and meeting logistics for GC, CCO, and Senior Director, Legal.
• Prepare agendas, briefing materials, and action logs; track follow-ups to completion.
• Plan global travel and itineraries; process T&E accurately and on time.
• Coordinate department meetings, offsites, training sessions, Corporate Compliance Committee meetings, and town halls.
• Schedule interviews as needed, and support new Legal and Compliance employee onboarding.
• Assist with Staff meetings, content and scheduling.
• Maintain matter files, legal mailbox intake, litigation hold tracking, and eDiscovery coordination.
• Support board/committee logistics, minutes support, resolutions, and entity management.
• Assist with IP coordination (e.g., docketing, NDAs, assignments and formal documents) and regulatory document tracking as applicable.
• Manage document retention and ensure audit-ready records.
• Triage contract intake; route, track, and report on status using Agiloft (or CLM).
• Apply approved templates and playbooks; perform first-level redlines and escalate deviations.
• Coordinate signatures (DocuSign/Adobe Sign) and maintain executed agreements repository.
• Coordinate compliance investigations (scheduling, notes, document collection, tracking).
• Manage policy and SOP lifecycle (drafting, formatting, version control, publishing).
• Track training assignments and completion; produce dashboards and metrics.
• Support risk assessments and third-party due diligence workflows.
• Support maintenance of Compliance Sharepoint site.
• Create/track POs; reconcile invoices and spend; support monthly accruals.
• Experience working with NetSuite and Agiloft.
• Maintain department trackers, dashboards, and SOPs for consistent operations.
• Ensure data accuracy across NetSuite, SVB, Agiloft, and Microsoft 365/SharePoint.
• Support budgeting process for Legal and Compliance.
• Draft, proofread, and format internal/external communications, presentations, and reports.
• Take meeting minutes (including compliance interviews) and maintain secure records.

Qualifications

• Required: 5-10 years' experience as administrative assistant or related function
• Required: Advanced computer skills, particularly Microsoft Office (Word, Outlook, SharePoint, PowerPoint, Excel)
• Required: Previously provided high level executive support
• Required: Ability to manage multiple tasks and meet deadlines under pressure
• Required: Experience working both in a team and independently
• Required: Discreet handling of confidential documents and information
• Required: Knowledge of office administrative practices and procedures

• Preferred: High school diploma or equivalent required; bachelor's degree preferred
• Preferred: Paralegal/law firm experience
• Preferred: Audit, Finance background
• Preferred: Pharmaceutical experience

Skills

• Strong organizational and calendar management
• Effective written and verbal communication
• Confidentiality and integrity in handling sensitive information
• Process improvement and document management
• Cross-functional collaboration and stakeholder management

Education

• Essential Qualifications: See Qualifications above
• Preferred Qualifications: See Qualifications above

Additional Requirements

• Confidentiality and Integrity in handling information
• Taking responsibility and ensuring task completion
• Flexibility and adaptability to shifting priorities
• Collaboration with team members and stakeholders
• Perform other duties as required