Executive Assistant - Legal & Operations at Advocare International LP – Richardson, Texas

Job Summary

This position serves as a key administrative and operational support role for the General Counsel and the Vice President of Operations, ensuring seamless coordination, organization, and execution of administrative functions across the Legal and Operations departments.

General Duties:

Legal Responsibilities:

• Maintain general knowledge of all Legal Department activities, projects, and priorities.
• Provide comprehensive office and clerical support to the General Counsel.
• Handle privileged and confidential information and serve as a point of contact for correspondence with Distributors, outside attorneys, vendors, and regulatory agencies.
• Intake, track, and distribute legal requests and projects from other departments.
• Docket legal due dates, monitor deadlines, and proactively resolve timing or priority issues.
• Maintain the Legal Department calendar, including key meetings, deadlines, and regulatory timelines.
• Maintain physical and digital legal files, ensuring proper organization, version control, and compliance with record retention requirements.
• Assist with legal research and special projects as requested by the General Counsel.
• Support cGMP-related documentation and product complaint processes, as applicable.
• Manage & track annual insurance renewals by working cross-functionally with internal & external teams

Operations Responsibilities:

• Provide administrative and clerical support to the Vice President of Operations , including travel arrangements as needed.
• Implement and maintain an efficient operating rhythm for the Vice President of Operations
• Prepare and organize materials for meetings, presentations, and reports
• Handle confidential and sensitive information with discretion
• Manage the Vice President of Operations calendar, including scheduling meetings, coordinating availability, and resolving conflicts.
• Coordinate meeting logistics, communications, and follow-up for Operations-related meetings.
• Support team experience initiatives for the Operations team, including onboarding coordination, department communications, and meeting support.
• Maintain digital filing systems and documentation related to Operations activities and initiatives.
• Assist with Operations-related projects, reporting, and administrative tasks as assigned.
• Serve as a liaison between the Operations team and other departments, as needed, to support cross-functional coordination.

Attributes:

• Ability to effectively communicate both orally and in writing to diverse audiences.
• Ability to anticipate needs and work independently
• Strong problem-solving and decision-making skills
• High level of professionalism and discretion
• Strong organizational and task management skills with the ability to manage multiple priorities.
• High attention to detail and accuracy.
• Ability to work effectively in a collaborative, team-oriented environment.
• Ability to meet deadlines in a fast-paced environment.
• Strong Microsoft Office Suite skills

Knowledge and Skills Preferred

• Bachelor’s degree in related field
• Minimum of five (5) years of relevant work experience.
• Legal or executive administrative support experience required.