Administrative Assistant - Legal and Administrative

JOB SUMMARY:

The Administrative Assistant will serve as a key partner to the Legal and Administrative function, providing high-level operational and administrative support across human resources, legal, compliance, risk management and other key department functions. Reporting to the Chief Legal and Administrative Officer, this role plays an integral part in enabling the efficiency and effectiveness of departmental operations. The position requires strong organizational acumen, attention to detail, and the ability to manage priorities while ensuring work is delivered with a high standard of quality and professionalism.

PRIMARY RESPONSIBILITIES:

• Provide administrative and operational support across multiple functional areas, including Legal, Human Resources, Compliance, and Risk Management, while aligning to shifting priorities and leadership direction.
• Serve as a central coordination point for multiple leaders, managing competing requests, prioritizing workflows, and ensuring timely and high-quality execution of deliverables.
• Support departmental operations through the tracking, reporting, and maintenance of key metrics, data, and business information to enable informed decision-making.
• Coordinate and manage logistics for meetings, events, and business activities, including scheduling, conference room management, materials preparation, and offsite event execution.
• Prepare and refine business materials, including presentations, reports, and communications, to support leadership initiatives and departmental objectives.
• Maintain and manage departmental systems, databases, and records, ensuring data accuracy, organization, and accessibility for ongoing projects and compliance-related needs.
• Facilitate cross-functional processes by acting as a liaison across departments such as Compliance, HR, Treasury, and Accounting, particularly in support of expense management and administrative workflows.
• Support a broad range of administrative processes, including travel coordination, expense reconciliation, mail and document handling, and electronic filing.
• Contribute to HR-related administrative activities, including support for payroll and other employee-related processes, as needed with a high level of confidentiality.
• Execute general office and administrative functions in support of operational continuity, while identifying opportunities to improve efficiency and effectiveness.
• Perform additional responsibilities and special projects as needed to support evolving business and departmental priorities.

KNOWLEDGE, SKILLS, ABILITIES:

• Demonstrated ability to manage multiple priorities in a fast-paced, high-volume environment with a strong sense of urgency and accountability.
• Exceptional organizational skills and attention to detail, with the ability to maintain accuracy across complex and time-sensitive tasks.
• Strong communication and interpersonal skills, with a customer-focused mindset and the ability to collaborate effectively across all levels of the organization.
• Proactive, resourceful, and solution-oriented approach to problem-solving and task management.
• Proficient competency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), including intermediate or higher Excel capabilities.
• Professional presence and sound judgment in handling confidential and sensitive information.
• Flexibility and adaptability in responding to changing priorities and business needs.
• Ability to independently manage assigned projects through completion, including

EDUCATION/EXPERIENCE:

• Bachelor’s degree in business administration or a related field preferred; equivalent combination of education and relevant experience will be considered.
• 3–5 years of progressively responsible administrative support experience, ideally in a fast-paced, corporate environment.
• Prior experience within the oil and gas, energy, private equity, or investment management sectors strongly preferred.
• Experience supporting legal or human resources functions or working within Legal or HR-related processes is highly desirable.

WORK ENVIRONMENT:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, telephones, photocopiers, filing cabinets, fax machines, iPads and iPhones.

PHYSICAL DEMANDS:

• Ability to effectively perform work using a computer for extended periods of time.
• Proficiency in the use of standard office equipment, including copiers and related technology.
• Capability to occasionally lift and move materials weighing up to 10 pounds.
• Strong ability to maintain focus and attention to detail across extended periods of concentrated work.
• Ability to remain seated and work at a desk for prolonged periods, as required by the role.

POSITION TYPE AND EXPECTED HOURS OF WORK:

This is a full-time position with a schedule that may vary based on business needs and workload. The typical work schedule is Monday through Thursday, nine hours per day, and Friday for four hours from 8:00 AM to 12:00 PM. This position may be eligible for a hybrid work arrangement, with an expected onsite presence Monday through Wednesday and remote work on Thursday and Friday. Business needs and workload may require adjustments to this schedule, including periodic full-time onsite support.

TRAVEL:

Limited travel expected for this position. Coordination of certain outside events may be required, but travel should be limited.