Executive Assistant to the Chief Legal Officer & Chief of Staff

No Relocation Assistance Offered Job Number #173526 - New York, New York, United States Who We Are Colgate-Palmolive Company is a global consumer products company operating in over 200 countries specializing in Oral Care, Personal Care, Home Care, Skin Care, and Pet Nutrition. Our products are trusted in more households than any other brand in the world, making us a household name! Join Colgate-Palmolive, a caring, innovative growth company reimagining a healthier future for people, their pets, and our planet. Guided by our core values—Caring, Inclusive, and Courageous—we foster a culture that inspires our people to achieve common goals. Together, let's build a brighter, healthier future for all. Role Summary Colgate-Palmolive is seeking a highly proactive, discrete, and exceptionally organized Executive Assistant to provide dedicated support to two senior executives - - both the Chief Legal Officer and Corporate Secretary and the Chief of Staff. This dynamic role sits at the intersection of corporate governance, executive operations, Board of Directors support, and legal organization support. The ideal candidate is a seasoned administrative professional capable of managing complex logistics, handling attorney-client privileged and highly sensitive corporate information, and ensuring the seamless execution of Board and Board Committee meetings. This position requires calm under pressure, meticulous attention to detail, and the ability to seamlessly balance the competing priorities of two distinct, high-volume C-suite offices. Key Responsibilities Chief Legal Officer & Legal Organization Support • Calendar and Time Management: Manage the CLO's highly fluid calendar, prioritize incoming and outgoing requests, liaise with internal and external stakeholders (including outside counsel), resolve scheduling conflicts effectively and act as the primary gatekeeper for the CLO and the Global Legal Organization. • CLO Correspondence: Attention to CLO mail and correspondence, including preparation and forwarding of documents and filing. • Travel & Expenses: Manage international and domestic travel arrangements for the CLO and direct reports, obtain visa and travel authorization documents, process complex expense reports in a timely manner. • Relationship Building: Work closely with other senior level administrative assistants to ensure maximum efficiency and effectiveness Chief of Staff & Executive Support • Calendar & Time Management: Manage the Chief of Staff’s highly fluid calendar, prioritizing meetings and resolving scheduling conflicts effectively. • CEO Office Alignment: Work seamlessly with the CEO’s Executive Assistant to ensure alignment on executive priorities, meeting preparations, and information flow. • Executive team meeting support: Coordinate Executive’s availability, schedule and provide support for all Executive team meetings, such as Roundtable and Senior Team meetings. • Travel & Expenses: Manage the Chief of Staff’s international and domestic travel arrangements and process expense reports in a timely manner. • Project Management: Assist with ad-hoc projects, draft communications, and prepare presentations for the Executive Management team as directed by the Chief of Staff. • Financial responsibility: Manage and track POs and department expenses, ensuring timely processing. • Relationship Building: Work closely with other senior level administrative assistants to ensure maximum efficiency and effectiveness Board of Directors Governance & Logistics • Meeting Coordination: Spearhead logistical planning and execution for all Board of Directors and Board Committee meetings globally. This includes venue sourcing, catering, AV setup, and IT support coordination. • Travel & Expense Management: Design and execute complex, white-glove domestic and international travel itineraries for Board Members, including commercial/private aviation, ground transportation, and accommodations, in conjunction with Corporate Travel. Process the Board's expenses and assist with vendor onboarding, purchase orders, and billing workflows as needed. • Materials Preparation and Maintenance: Assist the Chief of Staff and CLO and Corporate Secretary in compiling, formatting, and securely distributing Board materials via board management software (Diligent). Ensure all materials are filed and maintained appropriately (including establishing and maintaining appropriate Diligent access rights). • Director Concierge: Act as a primary point of contact for Board Members regarding administrative needs, travel changes, and general inquiries. Minimum Qualifications & Skills • Experience: 10+ years of experience as an Executive Assistant supporting C-suite executives in large, global organzations. Direct experience supporting a General Counsel or Chief Legal Officer is strongly preferred. • Education: A high school diploma or GED certificate. • Discretion & Integrity: Deep understanding of attorney-client privilege and the proven ability to handle financial, strategic, legal, security, and personnel information with absolute discretion. • Board Logistics: Prior experience supporting Boards of Directors and Senior Executives, handling corporate governance logistics. • Technical Proficiency: Mastery of Google Workspace. Experience with Board portal software (Diligent), travel/expense platforms (Concur), is strongly desired. • Prioritization & Agility: Exceptional ability to manage competing demands from two high-level executives, adapt to sudden schedule changes, and problem-solve independently. • Communication: Strong written and verbal communication skills; ability to interact confidently and professionally with Board members, outside counsel, and global executives. Required Functional Competencies • Corporate Governance Administration: Familiarity with the operational cadence of a corporate Board, including the preparation, secure distribution, and archiving of Board materials and minutes. Experience using specialized Board portal software (e.g., Diligent). • Executive Office Operations: Mastery of complex calendar management, gatekeeping, and cross-functional coordination to ensure the Chief of Staff and CLO are seamlessly prepared for all engagements. • Complex Logistics & Event Planning: Expert-level ability to orchestrate multi-leg, multi-time-zone international travel (commercial and private aviation) and execute flawless, high-stakes events such as global Board of Directors meetings and off-sites. • Secure Information & Document Management: Deep understanding of the protocols for handling highly classified materials, including attorney-client privileged documents, SEC filings, and global security intelligence. • Advanced Technology & Systems Acumen: Power-user proficiency in corporate productivity suites, enterprise expense management (Concur),. Required Personal Leadership Competencies • Flawless Organization Skills and Attention to Detail: Highly organized and detail-oriented. Able to prioritize among competing priorities. • Uncompromising Integrity & Discretion: Possesses an exceptional moral compass and judgment, serving as a trusted confidant capable of compartmentalizing and protecting the company's most sensitive strategic, legal, and security information. • Anticipatory Problem-Solving: Exhibits a "look around corners" mentality. Proactively identifies potential logistical hurdles, scheduling conflicts, or executive needs, and executes solutions before they become disruptions. • Composure Under Pressure: Maintains an unflappable, calm demeanor when navigating sudden crises, last-minute travel disruptions, high-stress legal deadlines, or unexpected global security situations. • Diplomacy & Executive Presence: Interacts with tact, polish, and confidence when liaising with Board members, the CEO, outside counsel, and internal leadership, effectively representing the offices of the Chief Legal Office