Teleflex

Executive Assistant, Legal and Compliance

Teleflex

full-time

Posted on:

Location Type: Hybrid

Location: Wayne • Pennsylvania • United States

Visit company website

Explore more

✨ AI Apply
Apply

About the role

  • Provide day-to-day administrative support to the Corporate Vice President, General Counsel & Secretary and the Corporate Vice President, Chief Compliance Officer, as well as members of the Legal and Compliance functions, including but not limited to:
  • Business travel planning and coordination.
  • Expense reporting and reconciliation.
  • Organize and prepare materials for internal and executive-level meetings including Board of Directors, Executive Meetings, and Compliance briefing committees.
  • Calendar management, meeting scheduling, and coordination of executive-level activities.
  • Act as a liaison between leadership and their direct reports to share information and deadlines as needed, with follow up on status of assignments to leadership team members or other stakeholders.
  • Uphold a strict level of confidentiality and handle sensitive information with the highest level of discretion.
  • Prepare meeting agendas, take and distribute minutes, track action items, and proactively follow up to ensure deadlines and deliverables are met.
  • Draft, edit, and format presentations, reports, and other documents (Word, Excel, PowerPoint) in support of organizational objectives.
  • Coordinate communications, including maintaining distribution lists, sending internal updates, responding to inquiries, and supporting email management.
  • Support operations for both departments, including basic document review, recordkeeping, photocopying, mailings, and maintaining department supplies.
  • Maintain organized and confidential department files, records, and documentation.
  • Collaborate with other administrative assistants to ensure smooth coordination of activities and information flow across the functions.
  • Assist with special projects, initiatives, and ad hoc requests for the Legal and Compliance teams.
  • Support cross-functional projects by maintaining action trackers, scheduling project activities, preparing summaries and reports, and ensuring progress is documented.
  • Serve as the point of contact for Legal billing matters. Coordinate billing and invoice processes for the Legal department, including but not limited to:
  • Reviewing and processing outside counsel invoices.
  • Liaising with vendors and internal finance teams to ensure timely and accurate billing/processing.
  • Track budget and spend against the legal forecasts; provide legal spending reports.
  • Maintain records of billing agreements.
  • Submit and monitor vendor invoices for the Compliance Officer and budget tracking and updates to finance as required.
  • Coordinate translation services, as requested, with online vendor.
  • Assist with other duties, special projects and initiatives as assigned.

Requirements

  • Bachelor’s degree; relevant experience may be considered in lieu of a degree.
  • Minimum three years of experience in an administrative, coordinator, or support role.
  • Experience within a Legal, Compliance, Corporate or healthcare related field is a plus.
  • Experience with expense and billing systems.
  • Excellent communication skills (interpersonal, verbal, and written)
  • Excellent organization skills and attention to detail.
  • Ability to handle highly confidential information with discretion.
  • Strong time management skills and problem-solving skills.
  • Ability to efficiently handle multiple tasks on tight deadlines.
  • Proficiency with Microsoft Office applications, with an emphasis on Word, Excel, Outlook and PowerPoint.
  • Ability to conduct business in a professional manner and maintain composure during stressful situations.
  • Ability to perform duties with initiative and exercise sound judgment.
  • Ability to work effectively both independently and as part of a team.
  • Ability to recognize problems, make recommendations and in some cases, independently resolve and implement solutions.
Benefits
  • None specified 📊 Check your resume score for this job Improve your chances of getting an interview by checking your resume score before you apply. Check Resume Score
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
expense reportingbilling systemscalendar managementdocument reviewrecordkeepingmeeting coordinationaction trackingpresentation draftingreport preparationconfidentiality handling
Soft Skills
communication skillsorganization skillsattention to detailtime managementproblem-solvinginitiativesound judgmentteamworkdiscretioncomposure under stress