Executive Administrative Assistant and Contracts Administrator

Santa Clara, CA, USA

San Francisco 49ers

About the Role

Responsibilities and Duties:

Manages the executive’s day-to-day calendar, including scheduling meetings and prioritizing the most important matters.
Coordinates and plans for meetings, video and conference calls, department outings, and retreats, including arrangement of invitations, logistics, meeting space, catering, agendas, A/V preparation, communicating in advance with and greeting guests.
Prioritizes and screens calls for executives and acts as the ambassador of the departments internally and externally for drop-bys and day-to-day meetings.
Communicates on behalf of the executive externally and internally on sensitive and confidential information. Represents the department in a professional manner. Aids the executive in protocol and hospitality matters, such as cards, gifting, tracking key dates for constituents.
Coordinates corporate travel including flights, hotels, ground transportation, and reservations.
General office management responsibilities such as ordering supplies.
Reviews all incoming mail for Legal and Risk Management departments, ensuring time-sensitive legal documents are responded to appropriately. Creates all shipping labels and mail for the executive and their teams.
Populates and submits expense reports each month.
Creates, edits, and proofreads business communications and documents.
Lead for all contract management software utilized by the enterprise which currently includes DocuSign and Ariba, as well as OneDrive and Egnyte. This individual is the source of knowledge on these platforms, helps train company employees on their use. The role is responsible for ensuring all contracts are filed in accordance with the company’s document preservation policies.
Tracks submission of contracts to the NFL for the purposes of audits.
Updates corporate resolutions such as officer lists.
In supporting the Risk Management department, this role is also responsible for certificate of insurance requests, coordinating COIs with contracts, and responding to a steady inflow of workers’ compensation document requests.
Prioritize multiple work activities with the ability to work under pressure and consistently meet deadlines.
Proven ability to conduct research and manage projects and documents, including contracts.
Other duties as assigned.

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About the Company

The Executive Administrative Assistant and Contracts Administrator supports the Chief Legal & Administrative Officer, the Legal, Risk Management, and Community Impact teams as needed, and is the contract administrator for the Forty Niners portfolio of companies. The person who will thrive in this role takes pleasure in organization, has a precise attention to detail, and takes pride in the value that executive administrative staff bring.