The Executive Administrative Assistant and Contracts Administrator supports the Chief Legal & Administrative Officer, the Legal, Risk Management, and Community Impact teams as needed, and is the contract administrator for the Forty Niners portfolio of companies. The person who will thrive in this role takes pleasure in organization, has a precise attention to detail, and takes pride in the value that executive administrative staff bring.
Responsibilities and Duties:
Manages the executive’s day-to-day calendar, including scheduling meetings and prioritizing the most important matters.
Coordinates and plans for meetings, video and conference calls, department outings, and retreats, including arrangement of invitations, logistics, meeting space, catering, agendas, A/V preparation, communicating in advance with and greeting guests.
Prioritizes and screens calls for executives and acts as the ambassador of the departments internally and externally for drop-bys and day-to-day meetings.
Communicates on behalf of the executive externally and internally on sensitive and confidential information. Represents the department in a professional manner. Aids the executive in protocol and hospitality matters, such as cards, gifting, tracking key dates for constituents.
Coordinates corporate travel including flights, hotels, ground transportation, and reservations.
General office management responsibilities such as ordering supplies.
Reviews all incoming mail for Legal and Risk Management departments, ensuring time-sensitive legal documents are responded to appropriately. Creates all shipping labels and mail for the executive and their teams.
Populates and submits expense reports each month.
Creates, edits, and proofreads business communications and documents.
Lead for all contract management software utilized by the enterprise which currently includes DocuSign and Ariba, as well as OneDrive and Egnyte. This individual is the source of knowledge on these platforms, helps train company employees on their use. The role is responsible for ensuring all contracts are filed in accordance with the company’s document preservation policies.
Tracks submission of contracts to the NFL for the purposes of audits.
Updates corporate resolutions such as officer lists.
In supporting the Risk Management department, this role is also responsible for certificate of insurance requests, coordinating COIs with contracts, and responding to a steady inflow of workers’ compensation document requests.
Prioritize multiple work activities with the ability to work under pressure and consistently meet deadlines.
Proven ability to conduct research and manage projects and documents, including contracts.
Other duties as assigned.
Required Abilities and Skills:
Flawless execution of administrative activities, with high attention to detail, organization, and process.
Maintains confidentiality of sensitive information.
Ability to create a relationship of trust and loyalty by delivering accessible, efficient, and reliable services for internal and external stakeholders.
Ability to manage time effectively, while balancing and prioritizing multiple or competing tasks.
Excellent communication skills, both oral and written in a clear, concise manner. Transparent and direct communication with executives on a constant basis to stay on the same page and resolve any challenges.
Demonstrated ability and willingness to continuously acquire new competencies and accept new challenges.
Education and Experience:
Bachelor’s degree or equivalent degree and at least 3-5 years’ relevant work experience; or an equivalent combination of education and experience.
Experience with Microsoft Suite including Excel, Outlook, PowerPoint, Word, and OneDrive.
Experience with Adobe Acrobat Pro, Concur, DocuSign, Dropbox, Zoom, GoToMeeting, Ariba, FreshDesk.
Paralegal certification and/or experience as a legal secretary is a plus. This job is not appropriate for attorneys.
Physical Demands and Work Environment:
This position cannot generally be performed remotely and is located approximately five days per week during 9-5 business hours at the SAP Performance Facility in Santa Clara, CA.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.
The employee will be sitting in a typical office environment the majority of the time and may be exposed to outdoor weather conditions.
The employee is frequently required to sit, use hands or fingers, handle or feel objects, tools, or controls and reach with hands and arms. The employee is regularly required to talk or hear. The employee is occasionally required to stand, walk and lift and/or move up to 10 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.
This position requires the ability to work extended hours and/or weekends.
5% of travel time expected for the position both intra and interstate occasionally requiring overnight stay.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.