Edison Mail Jobs in Usa

COMPANY OVERVIEW

Jenner & Block LLP is a law firm with a fearless reputation and global reach, high-level problem solvers in litigation, government controversies, investigations, regulatory challenges, and complex corporate transactions. With offices in Century City, Chicago, London, Los Angeles, New York, San Francisco, and Washington, DC, the firm represents a wide range of clients, counseling Fortune 100 companies, large privately held corporations, major nonprofits, top universities, private equity investors, and Native American tribes. Consistently recognized as a firm that stands up for its values with its commitment to justice and community service, Jenner has been named the No. 1 pro bono firm 13 times in the United States by The American Lawyer.

Jenner & Block offers a comprehensive benefits program, which includes medical, dental, and vision insurance, 401(k), and paid time off, in addition to other offerings.

POSITION SUMMARY

The Legal Practice Assistant, working under the supervision of the Office Manager, provides a wide range of administrative, clerical, and document services to support the workflow and client service needs of attorneys and other timekeepers. Job duties require close collaboration and working with other assistants to and lawyers in the performance of a variety of administrative and practice specific duties as assigned. The Legal Practice Assistant is a non‐exempt position. The hours are 8:45 am – 5:15 pm, Monday ‐ Friday and additional hours as required.

ESSENTIAL JOB FUNCTIONS

• Collaborates with firm assistants and other teams to provide designated and "as needed" administrative services to assist in delivering exemplary service.
• Creates, edits, formats, and proofreads a wide variety of documents, including memoranda, correspondence, legal, and court documents.
• Receive assignments from attorneys and others, performing tasks as requested; update requestor regarding receipt and status of tasks/projects, and consistently meet agreed upon deadlines.
• Input attorney time into the WebTime time entry program. Stay up to date regarding client-specific billing requirements. Assist timekeepers with maintaining appropriate time entry requirements and standards through outreach and communication.
• Work with the Billing department in all aspects of the billing cycle, including but not limited to the review of client billing for accuracy, edits to content/grammar; resolution of billing problems; and efficient changes to the process.
• Accurately prepare and input attorney expense reimbursements and process client-related vendor invoices for payment.
• Sort, open, prioritize and route incoming mail. Prepare outgoing mail including U.S.P.S., U.P.S. and Federal Express. Coordinate messenger pick-ups and deliveries when necessary.
• Coordinate meeting set-ups, including but not limited to conference calls, Zoom and Teams meetings and in-person meetings.
• May assist with the organization and planning of events. Assists with collection of marketing materials.
• Coordinating with attorney talent team, may obtains approvals and coordinate attendance for outside training programs (MCLE).
• Assists with creating and maintaining client/matter and communication lists.
• Maintain calendar and contacts for attorneys. Maintain electronic filing system via Outlook.
• Perform document conversions, e.g., PDF to Word, etc.
• Handle telephone calls from internal and external sources including taking accurate messages and appropriately routing calls.
• Coordinate prints, scans and duplicating projects with Digital Document Center or Print/Mail Service Centers.
• Coordinate travel arrangements (air, hotel, rail, car rental and black car) with firm-provided travel agency.
• Coordinate the New Matter Intake process. Prepare, finalize, and distribute new client Engagement Letters, New Business Memo, etc. Including follow-up with client to ensure receipt of fully executed Engagement Letter. Initiate Conflicts Checks.
• Perform other related duties, special projects, and assignments as required.
• Provide back-up support and vacation coverage.
• Proactively follows-up with managers and colleagues for feedback on projects completed and requests for additional assignments.

QUALIFICATIONS AND REQUIREMENTS

• Proficient in basic computer applications including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Flexibility to adjust hours and work the hours necessary to meet business needs. Ability to work overtime as needed.
• College degree preferred or equivalent work experience.
• Lifelong learner and understanding of the need for continuous improvement.
• Demonstrated willingness to take initiative and ability to work both independently and in a team environment with a customer service focus.
• Skilled in collaborating with staff/team members in a complex matrix management environment and managing associate, attorney, and paralegal expectations.
• Discernment to appropriately handle confidential and sensitive information.
• Demonstrated ability to communicate effectively and professionally in a fast-paced and deadline driven environment.
• Effective interpersonal and communication skills, both verbal and in writing.
• Excellent client service skills, including being comfortable interacting with firm clients.
• Excellent organizational skills, ability to effectively prioritize workload, and strong attention to detail.
• Must be able to follow directions.
• Sound business judgment.
• Proven ability to multi‐task.
• Demonstrated foresight to anticipate lawyers' needs.

Disclaimer

Additional Duties

This job description is intended to provide a general overview of the primary duties and responsibilities for the position. It is not an exhaustive list of all tasks or responsibilities that may be assigned. The role may include additional duties, specialized projects, and other tasks as required. The firm reserves the right to modify or adjust the responsibilities to meet business needs.

Physical Requirements

Candidates must be able to meet the physical demands of the position, including the ability to commute to the office as required on designated in-office days based on the position. The firm is committed to providing reasonable accommodations in accordance with the Americans with Disabilities Act (ADA) for qualified individuals with disabilities.

EEO Statement

Jenner & Block LLP is an equal opportunity employer. Recruitment and employment decisions are not made on the basis of an individual's race, color, creed, religion, national origin, ancestry, citizenship status, age, non-disqualifying physical or mental disability or medical condition, genetic information, sexual orientation, sex, gender identity and/or expression, pregnancy, childbirth, breastfeeding or related medical conditions, arrest record, matriculation, personal appearance, political affiliation, marital, parental, veteran, military, or order of protection status, or any other protected status or that of their relatives, friends, or associates.

Jenner & Block is proud to offer a competitive total rewards package, including comprehensive health & well-being benefits and 401k profit sharing. The anticipated pay range for this role in San Francisco is as follows:

• 2-5 Years of relevant experience: $85,000 - $100,000
• 6-10 years of relevant experience: $95,000 - $110,000
• 11-20 years of relevant experience: $105,000 - $120,000

The actual offered rate for this position will be determined based on several factors, including qualifications and experience, geographic location, education, external market data, and consideration of internal equity.

Job description:

We are looking for a detail-oriented Legal Assistant to join a boutique firm specializing in Wills, Trusts, Estates, and Probate.

This position requires on-site work in WALPOLE, Massachusetts, due to the hands-on nature of the practice, including document management and client interactions.

Job Responsibilities:

• Prepare and assemble estate planning documents with precision and attention to detail.
• Facilitate Will signings, ensuring all legal requirements are met, including the presence of witnesses and a Notary.
• Scan, organize, and securely store executed documents immediately after signing.
• Handle physical mail distribution, including post office errands and coordinating client document drop-offs and pickups.
• Provide administrative support for estate planning and probate matters.
• Communicate effectively with clients to address inquiries and coordinate necessary documentation.
• Maintain a high level of confidentiality and professionalism in handling sensitive legal materials.
• Ability to work on-site and handle physical document management tasks.
• Exceptional organizational skills and attention to detail.
• Proficiency in handling secure storage systems for legal materials.
• Excellent verbal and written communication skills.
• Familiarity with legal signing requirements, including Notary and witness protocols.
• Demonstrated ability to maintain confidentiality and professionalism in a legal setting.
• Answer telephone calls, transfer calls to the appropriate staff and take messages when necessary
• Prepare, maintain and confirm daily work calendars, and schedule meetings
• Assist with travel arrangements, internal correspondence, reimbursements for attorneys and paralegals
• Read, sort and ensure incoming mail is timely delivered; ensure outgoing mail is processed
• Process bills; proofs billing sheets.

Facility Location

The United States Attorney's Office

Central District of California

Orange County Office

411 W. 4th St. Suite 8000

Santa Ana, CA 92701-4540

Position Information

NON-SCHEDULED DAYS: Saturday/Sunday

HOURS: 09:00 A.M. to 05:00 P.M.

BENEFIT INFORMATION: The salary will be based on previous experience and current postal pay policies. We offer excellent benefits including health and life insurance, retirement plan, savings/investment plan with employer contribution, flexible spending, flextime scheduling of core work hours, annual and sick leave.

Functional Purpose

Serves as Special Assistant U.S. Attorney while litigating mail theft and other complex cases as designated by the Chief Inspector or designee for an assigned division/ geographic region of the U.S. Postal Inspection Service.

DUTIES AND RESPONSIBILITIES

1. Represents the United States Postal Service in the prosecution of federal crimes.

2. Develops and recommends strategies and coordinates the preparation of litigation for mail theft, mail fraud and other complex cases.

3. Performs all aspects of criminal discovery, motions practice, trials and appeals.

4. Meets with defense attorneys in advance of trial to conduct pre-trial conferences and negotiations.

5. Works closely with postal inspectors and other law enforcement agents, witnesses and victims during criminal investigations, trial preparation and all phases of litigation.

6. Conducts legal research. Prepares memoranda and briefs on questions of law. Prepares pleadings.

The United States Postal Service has the following excellent and challenging employment opportunity for highly motivated and innovative individuals. Successful candidates must demonstrate through a combination of education, training, and experience the following requirements:

Requirements

1. Ability to conduct legal research to gather and interpret information and ensure accuracy of details, using resources such

as internal and external documents, archives, electronic databases, and interviews.

2. Ability to provide legal advice and services and to formulate opinions involving the analysis and interpretation of federal, state, and local laws.

3. Ability to litigate cases before federal courts.

4. Ability to communicate orally and in writing, including the ability to negotiate with third parties on behalf of clients and to prepare legal documents and presentations.

5. Ability to obtain and maintain status as Special Assistant U.S. Attorney.

6. SPECIAL CONDITION: Qualified applicants must be licensed and in good standing in a state bar.

7. EXPERIENCE REQUIREMENT: At least three years of experience in legal practice, of which one year may be met through the completion of a judicial clerkship. The clerkship must be documented in the applicant's resume.

8. SPECIAL CONDITIONS: Applicant must submit to a Tier 5 Single-Scope Background Investigation (SSBI) and a Sensitive Compartmented Information (SCI) if required. This investigation requires, among other things, completion of a questionnaire and fingerprinting for a criminal records check. The investigation may require a drug test. The successful applicant will be required to obtain and maintain a Top Secret or Top Secret/SCI clearance while holding this position.

9. EDUCATION REQUIREMENT: Applicants must have a Juris Doctor degree from an American Bar Association accredited law school.

Relocation benefits will not be offered to the successful candidate.

Qualified applicants must successfully pass a pre-employment drug screening to meet the U.S. Postal Service's requirement to be drug free.

Applicants must also be a U.S. citizen or have permanent resident alien status.

Title: Legal Assistant

Reports To: Attorney

Supervises: None

Classification: Non-Exempt

Summary:

Assist attorneys in the preparation and filing of petitions and applications with USCIS, DOL, DOS and Immigration Court.

Essential Functions:

• Process incoming mail for Attorney Heavy - scan, rename and link to DW, give it to Attorney Heavy for review, distribute to Paralegal Heavy and handle Attorney Heavy.
• Forward incoming correspondence to clients via email or postal mail and record it in DW
• Schedule appointments for Attorneys (current clients only)
• Process initial consult documents and finalize client information on intake sheet (ensure all information is correct from front desk staff)
• Translate for Attorneys with Spanish speaking clients (via telephone or in-person consultations)
• Process initial retainer documents and finalize client information in DW (ensure all information is correct and up to date)
• Prepare outgoing mail (Attorney Heavy - Removal and Litigation cases), scan and link to DW
• Issue engagement agreements (for existing clients only - IC agreements must be created by the attorney during the consultation) and forward to clients, linking both the agreement and the email to DW.
• Link emails sent to clients, case assignment emails, and other relevant email correspondence sent by and LA to DW.
• Create new client buckets and labels and update DW with the complete team assignment information
• Responsible for FBI background checks/fingerprints
• Calendar hearings, interviews, orders of supervision, attorney events and call ups for RFE’s and appeal deadlines, document submission deadlines.
• Verify court hearing dates
• Prepare Court Filings (paginating, copying, putting tabs, scanning) and arrange filings to be delivered to court and chief counsel. Organize and distribute finalized work product.
• Maintain and update DW on a regular basis with correct and updated contact information. Enter new client profiles and close out old profiles regularly. Notify billing regarding client’s updated contact information copying the whole team assigned
• Prepare document pick up forms
• Prepare and request copy of file for client’s previous attorneys
• Print calendars in advance of attorney meetings
• Schedule calls with inmates
• Forward, prepare and send faxes

Non-Essential Functions:

• Other duties as assigned.

Qualifications:

Education and Work Experience

Bachelor’s degree and 2 years of legal experience. Immigration experience would be terrific, but not necessary. Ability to work effectively under pressure. Spanish fluency is a must. Excellent verbal and written communication skills, outstanding organizational, problem-solving skills, and the ability to perform multiple tasks in a fast-paced environment are essential.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing duties, the employee will constantly operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer. The employee will occasionally need to move about inside the office to access file cabinets, office machinery, etc.;

· Must be able to lift 35 pounds;

· Must be able to stand or sit for long periods of time.

Benefits include recognized work-life balance and team culture, opportunities for career advancement, office events, 10 paid holidays, Paid Time Off (15 days in first year, 20 days in second year, 25 days through end of sixth year and 30 days over seven years), group insurance package with majority employer-covered (Medical, Dental, Life and AD&D, Short Term Disability, Vision, FSA, HSA), 401k retirement benefits with employer match, safe harbor and profit sharing, vacation reimbursement program, self improvement allowance, access to free on-site gym, flexible schedule, bonuses, Free Friday and competitive salary.

Position Overview

We are seeking a Mid to Sr. Level Paralegal to join a growing legal team in the Seattle office. This role supports attorneys by assisting with legal documentation, case management, and administrative tasks to ensure the delivery of high quality legal services.

The Mid Level Paralegal will work closely with multiple attorneys and legal professionals, providing both legal and administrative support while collaborating within a team oriented environment.

Key Responsibilities

Document Preparation

Prepare, format, and process correspondence, memoranda, and legal documents using word processing and document management systems. Draft routine correspondence and assist with document revisions and redlining. Proofread documents for accuracy, formatting, spelling, and grammar. Prepare documents for electronic filing as required.

Case and File Management

Maintain both electronic and physical legal files in accordance with internal procedures. Organize case documentation, maintain chronological records, and retrieve documents when needed.

Calendar Management

Manage and update attorney calendars including court deadlines, meetings, appointments, and client related activities. Ensure all key dates and deadlines are tracked and communicated.

Administrative and Client Support

Provide general administrative support including answering and directing calls, coordinating meetings, arranging conference rooms, and preparing meeting materials. Assist with travel arrangements, itineraries, and expense reports. Maintain professional communication with clients and internal teams.

Mail and Communications

Review and distribute incoming mail and electronic communications. Prepare outgoing mail and arrange courier or messenger services when required. Ensure all relevant documents and attachments are included.

Additional Support

May assist with onboarding or mentoring new staff members and supporting the rollout of new software or internal systems.

Qualifications

• 4 or more years of experience as a paralegal, legal assistant, or legal secretary
• Strong understanding of legal terminology, legal documents, and legal processes
• Advanced proficiency with Microsoft Office, document management systems, time entry software, and e filing platforms
• Excellent written and verbal communication skills
• Strong proofreading and editing ability
• Exceptional organizational skills including calendaring and document management
• Ability to manage multiple priorities and meet deadlines
• Ability to work both independently and collaboratively in a team environment
• Consistent and reliable attendance

Feinberg Hanson LLP ( ) is seeking a highly organized, detail-oriented corporate paralegal to provide organizational and practice specific assistance to attorneys in all stages of corporate transactions.

Responsibilities:

·        Assist with corporate filings and applications such as those associated with incorporations, federal EIN numbers, obtaining EDGAR codes, foreign qualifications, dissolutions etc.

·        Maintain capitalization records, such as stock, option, warrant and note ledgers.

·        Prepare stock certificates, stock certificate receipts and related documents.

·        Maintain corporate record books.

·        Structure and organize client files on the firm server.

·        Assist with maintaining the trademark database.

·        Assist with stockholder mailings.

·        Assist with closings by tracking signature pages and creating final documents, making applicable corporate filings as directed by closing attorney (e.g. restated certificates of incorporation, certificates of merger, certificates of conversion etc.), ordering certificates of good standing, and related tasks.

·        Assist with ancillary documents for closings.

·        Assist with closing binders and post-closing matters.

·        Assist with federal and state securities filings, including preliminary research and analysis.

·        Gather information, review, summarize and analyze data relative to research projects. 

·        Due diligence in support of audit response letters.

·        Communicate regularly with attorneys regarding the status of projects and deadlines and inform attorneys of any issues.

·        Provide general paralegal support as requested by attorneys.

·        Act as point of contact for clients’ inquiries as needed and aid clients with annual state filings.

·        Maintain firm website and aid in general business development.

Requirements:

·        A bachelor’s degree from a reputable university. 2026 graduates are welcome to apply!  

·        Professional, positive “can-do” attitude and demeanor; a self-starter with an excellent sense of initiative and follow-through. 

·        Reliable, organized, detail-oriented with strong interpersonal, communications and client service skills. 

·        Strong time management and organizational skills with the flexibility to work overtime as needed. 

·        Ability to manage multiple priorities and deadlines in a fast-paced environment independently, as well as with others. 

·        Excellent typing and word processing skills, to include advanced MS Word, PowerPoint, Excel, Outlook, and DocuSign e-Signature.

·        Authorized to work in the United States.

Please forward resumes via e-mail to or mail to:

Feinberg Hanson LLP

Human Resources

855 Boylston Street

Boston, MA 02116

Position Summary:

(30 hours/week)

FCW is seeking a highly organized, detail-oriented Finance Assistant & Operations Manager to support the

financial integrity and daily operations of our organization. This role is ideal for someone who thrives in a

mission-driven environment, enjoys both financial administration and operational coordination, and takes pride

in excellence behind the scenes.

The right candidate will be committed to FCW’s mission and will serve with professionalism, discretion, and a

collaborative spirit.

Desired Characteristics and Experience:

• Strong attention to detail and organizational skills
• Self-motivated with the ability to manage multiple responsibilities
• Professional, positive, and team-oriented
• Strong written and verbal communication skills
• Ability to work independently and maintain confidentiality
• Proficient in Microsoft Office and Google Workspace; willing to embrace AI tools
• Working knowledge of bookkeeping and financial reporting
• Experience with donor management/CRM software preferred

Job Responsibilities:

A. Finance Assistant

Accounts Payable and Receivable

• Enter invoices and receipts; process checks and credit card payments
• Generate invoices (sponsorships, events, corporate partners)
• Process daily donations (online, mail, foundations, in-person)
• Prepare donor thank-you letters

Financial Administration

• Prepare weekly deposits
• Reconcile bank and credit card accounts monthly with CFO
• Maintain accurate donor/contact records in CRM
• Process donation reminders and follow up on past-due accounts
• Communicate with donors regarding declined auto-payments
• Maintain vendor tax-exempt documentation
• Assist with financial tracking for fundraising events
• Collect all FCW mail on a daily basis
• Collect money from the donation receptionist desk containers every other week
• Cross-train with CFO/Finance Director

B. Operations Manager

Volunteer and Staff Support

• Assist leadership in placing and tracking volunteers
• Maintain volunteer database and hours
• Oversee receptionist recruiting, scheduling, and training
• Attend weekly staff meetings and provide updates

Office and Facility Oversight

• Provide general oversight of headquarters operations
• Coordinate building maintenance and cleaning schedules
• Manage office supply and inventory ordering
• Maintain phone system updates
• Track building keys
• Maintain master calendar for facility and equipment use

C. Additional Responsibilities

• Answer phones, greet guests, and provide tours when the receptionist is not present
• Oversee bulk mailings (sponsorship and marketing)
• Oversee clothing bin collection volunteers
• Assist with fundraising events and micro-events
• Perform additional duties as assigned by the CEO/Executive Director

Embark on a Journey That Makes a Difference.

At Generali Global Assistance (GGA), every day is an opportunity to help people explore the world with confidence. We’re not just in the business of protection—we’re in the business of adventure and peace of mind. Whether it’s a backpacker trekking through the Andes, a family cruising the Mediterranean, or a solo traveler chasing the Northern Lights, we’re there to ensure their journey is safe and supported. From assisting with emergency medical claims to guiding customers through trip disruptions or ID theft, your work helps turn travel challenges into stories of resilience.

Set Sail on a Career Path to Success.

Our teams value curiosity and collaboration while priding ourselves on fostering a welcoming and inclusive atmosphere for our employees. Elevate your journey through our internal programs, including:

• Diversity, Equity, and Inclusion (DEI) Committee
• Career pathing and Individual Development Plans
• Internal training and intern opportunities
• Women in Business Mentorship Program
• Employee awards and recognition
• Education and professional development assistance program

Passport to Perks Includes:

• Generous Employer contribution for health, dental, and vision insurance
• Paid Maternity and Paternity Leave
• Scholarship Program for Employee Dependents
• Company match on 401k
• Employee Assistance Program (EAP)
• Company paid short-term and long-term disability insurance
• Company paid life insurance
• Voluntary Pet Insurance
• Voluntary Legal Benefit
• Discounts on travel insurance
• Time off policies including vacation days, sick days, personal days, holidays and volunteer days (VTO)

Your Role on the Expedition:

Assists in the clerical support functions for the Liability Claims Department. Reports directly to the VP, Claims.

Chart Your Course:

• Run loss reports for Generali US Branch insureds.
• Set up new claims in the system, including entering all data and establishing reserves.
• Files claims documents and correspondence.
• Close claim files and issue claim payments.
• Process recoveries.
• Complete OFAC checks, including wires and manual checks, and maintain the processing log.
• Provide OFAC confirmations or flagged results to Compliance.
• Set up new claims when new losses are submitted.
• Obtain copies of checks and upload them to GUSB claim files.
• Distribute incoming mail.
• Maintain filing systems.
• Retrieve files and coordinate transfer to storage.
• Process wire requests for Metropolitan Reporting.
• Prepare monthly reporting for clients.
• Draft and distribute minutes from monthly meetings.
• Conduct monthly reviews of KPIs.
• Handles special out going UPS/ Register and Certified mail.
• Sorts outgoing letters and attachments and send via mail or fax.

Your Ticket to Success:

Required Qualifications:

• High School Diploma or Equivalent (GED) required.
• Communicates clearly and persuasively in both positive and challenging situations; actively listens and seeks clarification when needed.
• Proficient in PowerPoint.
• Responds effectively to questions.
• Demonstrates strong group presentation skills.
• Balances individual responsibilities with team objectives.
• Shows objectivity and openness to different perspectives.
• Reads and interprets written information effectively.
• Treats others with respect, honors commitments, and builds trust.
• Demonstrates integrity and upholds organizational values.

Preferred Qualifications:

Position Coordinates:

This is an onsite role based out of our New York City office in the Lower Manhattan - Financial District.

Pay Range: 26-31.00/hr

Time for Take-off:

While there is some flexibility in the hours, this position will be Monday-Friday during regular business hours (approximately 8:00am-5:00pm). Occasional overtime may be required according to business need.

One team. Every destination.

Generali Global Assistance is proudly part of the Europ Assistance Group and our products utilize a number of corporate and product brands. The brands for our North American team include the following:

• CSA: US travel insurance brand for retail, tour operator, cruise and lodging partners. Learn more here.
• Generali Global Assistance (GGA): The primary Corporate brand in the United States for our travel insurance, travel assistance, identity and cyber protection, and beneficiary companion products. Learn more here.
• GMMI: the industry standard for global medical cost containment and medical risk management solutions. Learn more here.
• Iris, Powered by Generali: identity and digital protection solution. Learn more here.

Explore new horizons – apply today!

Don’t meet every single requirement? At Generali Global Assistance, we are dedicated to building a diverse, inclusive and enriching workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyways. You may be just the right candidate for this or other roles.

California Residents - Privacy Notice for California Residents Seeking Employment with Generali Global Assistance is available here: Company is committed to providing equal employment opportunity in all our employment programs and decisions. Discrimination in employment on the basis of any classification protected under federal, state, or local law is a violation of our policy. Equal employment opportunity is provided to all employees and applicants for employment without regard age, race, color, religion, creed, sex, gender identity, gender expression, transgender status, pregnancy, childbirth, medical conditions related to pregnancy or childbirth, sexual orientation, national origin, ancestry, ethnicity, citizenship, genetic information, marital status, military status, HIV/AIDS status, mental or physical disability, use of a guide or support animal because of blindness, deafness, or physical handicap, or any other legally protected basis under applicable federal, state, or local law. This policy applies to all terms and conditions of employment, including, but not limited to, recruitment and hiring, classification, placement, promotion, termination, reductions in force, recall, transfer, leaves of absences, compensation, and training. Any employees with questions or concerns about equal employment opportunities in the workplace are encouraged to bring these issues to the attention of Human Resources. The Company will not allow any form of retaliation against individuals who raise issues of equal employment opportunity. All Company employees are responsible for complying with the Company’s Equal Opportunity Policy. Every employee is to treat all other employees equally and fairly. Violations of this policy may subject an employee to disciplinary action, up to and including termination of employment.

The Executive Assistant provides comprehensive administrative, organizational, and operational support across the enterprise, with primary executive support to the President/CEO and functional alignment with the VP of Culture, Learning & Development. This role is responsible for ensuring smooth daily operations of the corporate office, coordinating executive activities, and supporting compliance, records management, office services, and cross-functional administrative needs.

The Executive Assistant serves as a key point of coordination for internal teams, external partners, and visitors, while maintaining professionalism, confidentiality, and operational efficiency.

Principle Duties and Responsibilities:

Executive & Leadership Support

• Maintain and coordinate the President/CEO’s calendar, meetings, and scheduling priorities
• Organize and support executive and Board meetings, including agendas, materials, room setup, and catering
• Coordinate executive communications, correspondence, and document preparation
• Organize, maintain, and update customer, competitor, and executive files
• Scan, file, and manage executive records and business cards

Office Administration & Operations

• Coordinate meeting logistics including rooms, refreshments, catering, and post-meeting cleanup
• Answer and route incoming calls; greet visitors and direct them appropriately
• Monitor front desk activity, deliveries, and package distribution
• Order and manage office, kitchen, and mailing supplies
• Maintain general office organization, conference rooms, and common areas
• Open, sort, scan, and distribute incoming mail; prepare outgoing and certified mail
• Prepare and manage FedEx and USPS shipments

Legal, Compliance & Records Support

• Prepare and process NDAs, legal forms, credit applications, and compliance documents
• Coordinate legal billing approvals and routing to Accounts Payable
• Maintain corporate records, entity filings, licenses, and regulatory documentation for all subsidiaries
• Prepare annual and biennial filings including business entity reports, tax exemption forms, DOT filings, and related documentation
• Organize and maintain both digital (SharePoint) and physical corporate files
• Obtain and maintain Notary Public certification; notarize documents as requested

Vehicle, Travel & Credential Coordination

• Coordinate pool and company vehicle usage, documentation, mileage tracking, and renewals
• Process new vehicle registrations, titles, plates, and compliance documentation
• Maintain passport records, monitor expiration dates, and assist with renewals
• Support executive and business travel documentation needs as required

Facilities & Vendor Coordination

• Coordinate routine vendors and service providers (office services, shredding, uniforms, equipment, etc.)
• Sign and review routine vendor documentation as authorized
• Monitor office equipment and facilities needs and coordinate service requests

Additional Responsibilities

• Assist with special projects and cross-functional administrative initiatives
• Support Culture, Learning & Development activities as requested
• Perform other duties as assigned to support organizational effectiveness

Knowledge, Skills, and Abilities

• Strong organizational and time-management skills with high attention to detail
• Excellent written and verbal communication skills
• Ability to handle confidential information with discretion and professionalism
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and document management systems
• Strong interpersonal skills with the ability to interact effectively across all levels of the organization
• Ability to manage multiple priorities in a fast-paced environment

Education and Experience Requirements:

• High school diploma required; additional education preferred
• Minimum of 5 years of experience in an executive assistant or professional administrative role
• Experience supporting senior leadership and managing complex administrative responsibilities

Paralegal or Legal Administrative Assistant preferred.

Company Overview

Nutrawise Health & Beauty, a division of Jamieson Wellness is located in Irvine, California, and is a leading manufacturer of health and wellness supplements, including the award-winning line of Youtheory® products.

Our Youtheory brand is widely distributed online and in club retail locations in the United States and Canada, with a growing global presence.

As a part of Jamieson Wellness Inc., a leading global health and wellness company, and Canada’s #1 VMS brand, our purpose is Inspiring Better Lives Every Day.

SUMMARY

The Office Administrator, Executive Assistant, is responsible for a wide variety of administrative duties in support of senior management members. Duties include but are not limited to front desk/office management, calendaring, arranging travel plans, scheduling appointments and meetings, drafting internal and external correspondence, meeting minute-taking and distribution and HR support. The Executive Assistant and Office Administrator is also required to maintain confidentiality and professionally interact with employees, management and the public. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PRIMARY RESONSIBLITIES

Executive Assistant Responsibilities and Duties

• Provide direct administrative and office management support to members of the Senior Leadership Team
• Maintain work schedules and calendars of executive management, particularly the Senior Leadership Team members that you are assigned to support
• Prepare travel schedules, book travel arrangements, and make reservations for the Senior Leadership Team members that you are assigned to support
• Coordinate logistics of executive team programs including meetings, seminars, workshops, special projects, and events
• Review all documents, reports, and correspondence prepared for executive signatures for format, content, grammar, spelling and make edits as necessary
• Receive and distribute incoming mail
• Review, evaluate, and distribute priority correspondence/emails for the Senior Leadership Team members you are assigned to support
• Facilitate communication from department managers, business unit leaders, and project managers
• Complete expense reports and other related duties
• Prepare and review presentations, as required
• Present a positive and professional image of the executive office to all visitors, suppliers, inquiries, and other persons

Office Administrator Responsibilities and Duties

• Front desk reception duties including answer phones and route calls to the appropriate people, divisions, or departments across the organization and
• Respond to e-mail and in-person inquiries from clients, business partners, and other parties.
• Schedule parties.
• Schedule conference rooms and ensure the appropriate presentation equipment is available.
• Beverage/snack service, including making and setting out coffee, water, and snacks or other meals as indicated for meetings.
• Receive mail/packages and direct appropriately.
• Hand out employee applications.
• Assist in the ordering, receiving, stocking, and distribution of office supplies.
• Assist with other related clerical duties such as photocopying, faxing, filing, and collating as requested by Executive leaders, Human Resources, and Accounting teams.
• Troubleshoot and/or escalate office administration issues as appropriate

HR Support Responsibilities and Duties

• Assist with events and planning
• Perform other duties as necessary to support HR

Benefits:

• Competitive salary, including discretionary performance-bases bonuses
• Health Benefits (medical, dental, vision)
• Life Insurance
• 401(k) Matching
• Flexible Spending Accounts
• Employee Assistance Program
• Vacation Time
• Employee Recognition Programs
• Learning & Development
• Work/Life Balance
• Fun Company Events

Our Values

ACCOUNTABILITY: We do what we say. We take personal ownership for our work and actions and its impact on others and the business.

RESPECT: We do it together authentically and inclusively. We actively listen and engage each other, including diverse perspectives.

EXCELLENCE: We drive to high standard for product, people and planet. We challenge the status quo and bring forward innovative ideas in the continuous pursuit of quality.

AGILITY: We embrace change and act with flexibility. We welcome new ideas and feedback, swiftly incorporating them to improve our performance.

The company has reviewed this job description to ensure that essential functions and basic duties have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Additional functions and requirements may be assigned by supervisors as deemed appropriate.