Executive Assistant 20-0316

  • Location: Chicago
  • Department: Legal
  • Work Status: Full-time

Overview

We are Relativity. A market-leading, global tech company that equips legal professionals with a powerful platform to organize data, discover the truth, and act on it.  The US Department of Justice, 198 of top 200 US law firms, and more than 70 Fortune 100 companies are among the customers who trust Relativity during litigation, internal investigations, and compliance projects. 
 
Our SaaS product, RelativityOne, has become the fastest-growing product in the company's history and we have consistently been named a great workplace. As we grow, we continue to seek individuals that will bring their whole, authentic self to our team. 
 
Join us in the transformation of the legal industry and play a pivotal role in shaping the future of the practice of law and beyond. We don’t believe in ‘ideal’ candidates, so if you see a job that sparks your interest, go for it. Wherever you’re from, however you identify, and whatever experience you have, you can belong at Relativity.  

Objectives:
Responsibilities go above and beyond managing calendars and screening calls.
You will act as a seamless extension and main point of contact providing specialized support to two of our executives: Chief Security Officer and Chief Legal Officer.  You will organize their work and personal lives as needed, make sure they are prepared for their commitments, and take care of tactical and logistics-related tasks – so that they can focus their time and energy on leadership tasks at hand. 

Role Responsibilities

  • You are the air traffic controller on the Chief Legal Officer & Chief Security Officer's roles.
  • In this role, you’ll be responsible for managing requests for their time and prioritizing what’s important.  You’ll have a pulse on what’s going on in their personal life to ensure that they maintain balance.
  • The Executive Assistant’s main duties include understanding the executive’s key priorities, scheduling meetings and conference calls with internal/external groups (including for our board of directors), making travel arrangements and organizing daily calendars. To be successful in this role, you should be most of all-proactive, meet deadlines, communicate effectively, be detail and accuracy-oriented and independently recognize the need to prioritize or re-prioritize as appropriate. Our ideal candidate has previous experience as an Executive Assistant and is familiar with the legal space.
  • The ideal candidate will also assist with preparation of professional presentations for a variety of internal and external meetings, including board meetings, coordinate signatures internally and externally, maintain corporate minute books, and assist with legal invoice processing.
  • You help them manage all their relationships and communication
  • Make sure we stay on top of follow-ups to internal stakeholders and clients.
  • The executives are ready for all their meetings because of your preparation.
  • When they have a client call, reach out to the account manager to get the latest on the account. Keep track of follow-ups from past meetings. Know what they need before they ask.
  • Support the needs of CSO and CLO owned meetings.
  • Ensure that logistics around security leadership and CLO meetings are taken care of, including submitting company-related expense reports on their behalf, meeting room set up, catering requests, board meeting coordination and other miscellaneous requests for our members. Comfortable implementing administrative processes, controls, governance, and/or compliance activities for new/changing aspects of our business as well as partnering with internal and external teams to ensure meeting success.
  • You direct the flow of incoming information.
  • Receive, screen and route all calls, mail, and other correspondence to the CLO and CSO or other appropriate individuals in the business.  Proactively handle questions and information requests.

Key Personal Qualities

  • Organized. You love keeping lists. You are prepared to discuss what’s coming up at any time.
  • Motivated. You are extremely responsive.
  • Detail-oriented. You have an eye for details and are thorough in everything you do. You proofread your work several times over
  • Confidentiality. You must maintain strict confidentiality with sensitive information.
  • Professional relationship builder. You represent the CSO/CLO in every action you take and should be conscious of that as you build relationships throughout the organization.
  • Strong work ethic. Ability to collaborate and get work done in a quick and efficient way
  • Receptive to feedback. You seek out help and feedback when you need it, and adapt to any advice received

  • Other Important Qualities:
  •  Willing to push back. You will get lots of requests for the CLO and CSO’s time/attention and you should have the ability to politely push back.
  •  Comfortable with change and ambiguity.  Candidate should be comfortable working in an environment of constant change and should also be able to work confidently with a certain level of ambiguity.  

Preferred Qualifications

  • Bachelor’s Degree
  • A proven go-getter with demonstrated ability to deliver on your commitments and use sound judgment to troubleshoot issues as well as escalate when appropriate.
  • Able to build relationships in all directions internally and externally
  • 5-7 years in a role supporting an executive in a corporate legal or technology setting preferred

Minimum Qualifications

  •  Highly organized, analytical, flexible with shifting priorities and able to always exercise strong judgment
  • Strong written communication skills with the ability to work effectively with a diverse set of personalities
  • High level of integrity and discretion
  • Proven multitasker; able to manage large amounts of tasks and information
  • Technical competency to review and edit documents
  • Proficient in Microsoft Office Suite

Supervision

  • The role works with minimal supervision and uses own judgement to prioritize work and make decisions. 

Physical Demands and Work Environment

  • Indicate the typical physical and/or environmental demands required to effectively handle the position responsibilities and their frequency.
  • Sit for extended periods of time
  • Available on nights and weekends as necessary

About Relativity

Disclaimer    The information contained in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job. Other duties and responsibilities may be assigned. At Relativity, we live our core values and we thrive on solving complex problems. We’re dedicated to continually improving our product and providing relentless customer service, and we’re always looking for people to join us on the journey.     Relativity is a team of smart, passionate people always looking to grow, contribute, and make our product and customer service the best it can be. Our team members come from diverse backgrounds with different skills and life experiences—and we love and celebrate those differences. We believe that employees are happiest when they’re empowered to be their full, authentic selves, regardless how you identify.    So, please come as you are. We can’t wait to meet you.    All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin, disability or protected veteran status, or any other legally protected basis, in accordance with applicable law.

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