Executive Assistant, Legal

Organization

The Leona M. and Harry B. Helmsley Charitable Trust (“Helmsley”) is a global philanthropy driven by a vision of building better futures for people by increasing access to healthcare, advancing new research and ideas, and improving the quality of everyday life. Helmsley strives to make a meaningful impact in its focus areas, matching its significant financial assets with a rigorous and results-oriented approach. Helmsley is committed to close and productive partnerships with its grantees, as well as with other funders and impact players in government, academia, and the private sector who share its interests and goals. Above all, Helmsley endeavors to be forward-thinking in every aspect of its work and will take risks that others cannot or will not take when the risk/reward trade-off warrants.

Since 2008, when Helmsley began its active grantmaking, it has committed more than $4 billion. For more information on Helmsley, please visit www.helmsleytrust.org.

Position Summary

The Executive Assistant, Legal will support the General Counsel and Associate General Counsels and is a valued member of Helmsley’s small Legal Team. Responsibilities include managing Outlook calendars, making travel arrangements, preparing initial drafts of standard form agreements and other legal and governance documents, utilizing software and IT tools (DocuSign, Bridger, Fluxx, Excel, among others) for compliance and document management, organizing and maintaining Legal Department files, gathering research or querying in-house resources in support of Trust efforts, preparing organization templates, assisting with or coordinating special projects, completing expense reports, typing, proofreading, document preparation and editing, and other administrative tasks.

Essential Duties and Responsibilities

• Serve as initial point of contact for Legal Department, including fielding email and phone calls, gathering relevant information and taking detailed messages.
• Track matters, agreements, outside counsel engagements/invoices and other items in consultation with attorneys.
• Prepare initial drafts of standard form agreements and facilitate review and execution thereof and other contract management processes.
• Prepare drafts of governing body meeting minutes and consents, maintain records thereof and manage access.
• Draft and edit correspondence, communications, presentations, and other document
• Organize and maintain electronic and physical files, records, and reports.
• Manage calendars and contacts, schedule appointments, and make travel, hotel and conference arrangements; coordinate lunches and special events.
• Coordinate or assist with special projects for Legal Department and in collaboration with other departments and programs.
• Perform other duties as assigned, including coordinating project-based work, summarizing meeting notes, and conducting online research.
• Assist executives and other staff members on an ad hoc basis and perform other duties as required.

Desired Qualifications

• Bachelor’s degree or equivalent work experience.
• Minimum 3-5 years’ experience supporting legal function strongly preferred; inhouse experience at a not-for-profit organization or corporation preferred.
• Paralegal experience helpful.
• Exceptional organizational skills and keen attention to detail and accuracy.
• Excellent oral and written communication skills across all levels of the organization.
• High level of professionalism with the ability to maintain sensitive and confidential information.
• Excellent knowledge of and skills using Microsoft Office (Outlook, Word, PowerPoint, Excel), Windows 10, Nuance PDF Converter, and Workshare or similar document comparison program.
• Familiarity with or comfort in learning and applying software systems (DocuSign, Bridger, UKGPro, Box, SharePoint).
• Experience managing multiple priorities effectively, including follow through on issues in a timely manner.
• Demonstrated ability to exercise independent judgment and initiative and to work under deadlines and changing priorities.
• Must thrive in team setting but work well independently and self-sufficiently.

Salary, Health, Well-being, and Living Our Mission

Helmsley is dedicated to creating stronger, healthier futures for communities in the U.S. and around the world. Our staff are subject matter experts from a range of backgrounds in basic science, global health, and precision medicine, as well as the private sector and public policy.

Helmsley colleagues are intelligent, creative, forward thinking, and strongly committed to working productively with our grantee partners. Each was drawn to Helmsley by the same opportunity: to help build this young organization into a leading global charitable institution that will drive meaningful and measurable positive change in lives throughout the U.S. and around the world for years to come.

Helmsley is committed to offering competitive and equitable compensation commensurate with experience. The targeted starting salary range for this position is $90,000 – $103,000.

Comprehensive benefits currently offered to employees (subject to change) include:

• Employer-paid medical, dental, and vision for employees and their families
• Generous 401(k) employer contribution
• Hybrid work schedule (up to two remote days a week)
• 23+ paid vacation and sick days
• 13+ paid holidays
• End of year office closure
• Summer Fridays
• Tuition reimbursement
• Personal and team professional development opportunities
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Application Information

To apply for this position, please submit a cover letter and resume (in Word or PDF format), via the link https://helmsleytrust.org/about/#careers-section. If a reasonable accommodation is needed to participate in the job application process, please contact HR@helmsleytrust.org.

The position is based at Helmsley’s main office in New York City. Only those selected for an interview will be contacted. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

Except when working remotely as permitted by Helmsley’s temporary hybrid work policy, the ability to work and collaborate in person with colleagues at Helmsley’s office is an essential function of this job.

The above statements are intended to describe the general nature and level of work being performed by the incumbent(s) of this job. They are not intended to be an exhaustive list of all responsibilities and activities required for the position. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Helmsley provides equal employment and promotional opportunities to all employees and applicants for employment based upon individual capabilities and qualifications without regard to race, color, religion, sex, gender identity, pregnancy, sexual orientation, age, national origin, marital status, citizenship, disability, veteran status, or any other protected characteristic as established under law.