Senior Executive Assistant

Role Summary

This role serves as a trusted strategic partner to the EVP, General Counsel & Corporate Secretary and is responsible for managing executive priorities, corporate governance activities, executive communications, special projects, and the efficient operation of the Office of the General Counsel. The successful candidate will combine exceptional organizational capabilities, independent judgment, project management expertise, and executive presence to support department and enterprise objectives while managing highly confidential matters with discretion.

Strategic Executive Support

• Serve as a trusted strategic partner to the EVP, General Counsel & Corporate Secretary, proactively managing priorities, identifying conflicts, and recommending solutions to optimize executive effectiveness.
• Anticipate executive needs and independently initiate actions to ensure the efficient use of EVP’s time and attention.
• Track and monitor key action items, commitments, deadlines across the Legal Department and enterprise initiatives, ensuring timely follow-up and execution.
• Plan, organize, and execute meetings for the EVP, General Counsel & Corporate Secretary, including preparation of agendas, briefing materials, presentations, and supporting documentation.
• Arrange complex travel itineraries, accommodations, and related logistics, including expense reporting and reconciliation.

Board and Corporate Governance Support

• Coordinate end-to-end governance activities for Board and Board Committee meetings, including scheduling, preparation, distribution, and administration of meeting materials.
• Maintain governance calendars, Board schedules, records, and related documentation to ensure adherence to corporate governance requirements.
• Support the preparation and management of Board materials, resolutions, minutes, director communications, and onboarding activities.
• Work with key stakeholders to gather, review, and distribute governance materials and manage Board documents through Diligent and other governance platforms.
• Ensure all Board, Committee, and governance-related meetings, as well as required preparation sessions, are properly coordinated and calendared.

Legal Department Operations and Project Management

• Support Legal Department operational initiatives, special projects, reporting requirements, and continuous improvement efforts.
• Lead and coordinate administrative and operational projects from initiation through completion, ensuring deadlines and deliverables are achieved.
• Facilitate cross-functional activities on behalf of the EVP, General Counsel & Corporate Secretary and coordinate follow-up with key stakeholders.
• Coordinate with outside counsel, vendors, and internal business partners as needed to support departmental objectives.
• Assist with departmental budget tracking, invoice management, vendor payments, purchase requisitions, and related administrative processes.

Executive Communications

• Draft, edit, and prepare executive-level correspondence, presentations, briefing materials, reports, and other communications.
• Prepare meeting briefs, executive summaries, and background materials to support decision-making and leadership discussions.
• Compose complex and sensitive correspondence requiring sound judgment, professionalism, and discretion.
• Support Legal Town Hall meetings and other department-wide communications by coordinating logistics and presentation materials.

Stakeholder and Relationship Management

• Build and maintain effective relationships across all levels of the organization, including executives, Board members, legal leadership, administrative professionals, and external partners.
• Demonstrate executive presence and professionalism while serving as a representative of the EVP, General Counsel & Corporate Secretary with internal and external stakeholders.
• Navigate incoming communications, inquiries, and requests, exercising sound judgment in managing priorities and directing matters appropriately.
• Exercise exceptional judgment, discretion, and confidentiality when handling highly sensitive and confidential information.

Additional Responsibilities

• Ensure coordination and scheduling of Legal Leadership meetings, direct report meetings, C-suite meetings, and external Board-related engagements.
• Exercise considerable independent judgment in managing competing priorities, scheduling activities, and resolving administrative and operational challenges.
• Perform other duties and special projects as assigned.

Qualifications

• High School diploma or equivalent required. Undergraduate degree preferred.
• Minimum 7 years administrative assistant experience supporting senior level management required
• Exceptional judgment, discretion, and ability to handle highly confidential information.
• Proven ability to anticipate needs, solve problems independently, and operate effectively in a fast-paced environment with multiple competing priorities.
• Strong project management, organizational, and stakeholder management skills.
• Demonstrated ability to interact effectively with executives, Board members, and external partners.
• Experience supporting executive leadership within a legal, corporate governance, or regulated industry environment preferred.
• Experience with Board governance processes and governance management platforms such as Diligent preferred.
• Demonstrated excellent organizational, oral, and written communication skills required.
• Position requires knowledge of personal computer/software including Microsoft office products (PowerPoint, Word, Excel) and Adobe Acrobat (PDF).
• Customer focused professionalism is a primary requirement.
• Proven ability to lead and act autonomously but also take direction as necessary
• As most executives are in the office regularly, this job requires work to be performed in the Philadelphia (1901 Market Street) office 3 days per week. Successful candidate must live within the Tri-State Area of Delaware, New Jersey or Pennsylvania.

Hybrid

Independence has implemented a “Hybrid” model which provides our associates with the ability work in the office 3 days a week (Tuesday, Wednesday & Thursday) and remotely 2 days a week (Monday & Friday). This role is designated as a role that fits into the “Hybrid” model. While associates may work remotely, the work must be performed in the Tri-State Area of Delaware, New Jersey or Pennsylvania.

IBX is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to their age, race, color, religion, sex, national origin, sexual orientation, protected veteran status, or disability.

Must have an Android or iOS device which is compatible with the free Microsoft Authenticator app.