Senior Executive Assistant

Ralph Lauren
Nutley, New Jersey, United States
17 Jun 2022
09 Sep 2022
Company Description
Ralph Lauren Corporation (NYSE:RL) is a global leader in the design, marketing and distribution of premium lifestyle products in five categories: apparel, accessories, home, fragrances, and hospitality. For more than 50 years, Ralph Lauren's reputation and distinctive image have been consistently developed across an expanding number of products, brands and international markets. The Company's brand names, which include Ralph Lauren, Ralph Lauren Collection, Ralph Lauren Purple Label, Polo Ralph Lauren, Double RL, Lauren Ralph Lauren, Polo Ralph Lauren Children, Chaps, among others, constitute one of the world's most widely recognized families of consumer brands. At Ralph Lauren, we unite and inspire the communities within our company as well as those in which we serve by amplifying voices and perspectives to create a culture of belonging, ensuring inclusion, and fairness for all. We foster a culture of inclusion through: Talent, Education & Communication, Employee Groups and Celebration. Any offer of employment is contingent upon proof of full COVID 19 vaccinations upon hire. Accommodations due to medical or religious reasons will be evaluated in compliance with the law.

Position Overview
This position provides critical, day-to-day administrative and legal operations support, including, calendar management and coordination, meeting support, travel arrangements, legal invoice management, expense reporting, supporting with documentation and presentations, and communicating with a host of internal and external partners, including senior executives and members of the Board of Directors. The position will function as the right hand to the executive lead providing proactive assistance within a fast-paced environment where multi-tasking, juggling and managing a number of discrete tasks are critical to success.

Essential Duties & Responsibilities

* Proactively develops ways to make the executive's time as effective and efficient as possible.
* Proactively manages executive's calendar and schedules appointments in a manner that manages priorities and required duties
* Plans, schedules and coordinates on and off-site meetings and events, including all associated logistics
* Performs administrative duties and functions requiring strict confidentiality, initiative, and sound decision-making
* Follows up with executives' teams/colleagues on outstanding information/ materials.
* Participates in team meetings and events as needed
* Provide general administrative support including e-docs filing, scanning, copying, printing & reviewing and distributing mail
* Create & maintain all legal filing systems, legal file index, shared drives and all computer files
* Screen incoming calls and correspondence and respond independently when possible
* Schedule calls and meetings and communicates with senior management and the Board of Directors with discretion and promptness
* Organize legal office operations, including, managing law firm invoicing, billing and procedures
* Track incoming legal documentation
* Draft legal form documents and cover letters, handle word processing and run redlines as directed
* Process and reconcile travel and expense reports/timesheets
* Coordinate and arrange internal and external meetings, prepare agendas and assemble meeting materials, reserve and prepare facilities for meetings and special events
* Determine travel dates and destinations, modes of transportation, and relevant costs
* Assist with document delivery, and assemble all documents for execution by internal and external counterparts including, compiling and mailing Board and Committee books, and management of the Diligent Board Portal
* Maintain office supply and equipment inventories
* Update department reports and database systems and create a variety of reports in specified formats
* Maintain internal and external communication and workflow
* Exercise independent problem-solving techniques to resolve administrative and office operations problems
* Other duties as assigned

Experience, Skills & Knowledge

* Advanced experience and knowledge of legal knowledge. Paralegal certification preferred.
* High level experience in office administration; or equivalent combination of education and experience
* Prior experience in a legal environment strongly preferred
* Outstanding communication (both written and verbal) and highly professional phone demeanor
* Ability to type at least 55 WPM
* Strong knowledge of computer systems and applications with high level of proficiency in Microsoft Word (including track changes), DeltaView (workshare compare), Excel, & PowerPoint
* Strong ability to multi-task, exercise initiative, problem-solving, and decision-making skills
* Ability to establish priorities and coordinate work activities
* Ability to work in conjunction with all levels of the organization
* Ability to provide superior customer service and collaborate to build relationships internally and externally
* Sense of ownership and ability to exercise discretion and independent judgement
* Detail oriented with a drive for delivering with high quality and integrity
* Takes initiative to learn new systems and stay current in area of expertise
* Ability to handle highly confidential material #LI-DB1

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