Legal Coordinator & Executive Assistant [613] at D-Wavesystems in Remote (United States); Boca Raton, FL

Job description

• D-Wave is seeking a highly organized, proactive, and resourceful Legal Coordinator & Executive Assistant to join our Legal and Intellectual Property Team. Reporting to the Executive Vice President, Chief Legal Officer & General Counsel, this role will serve as a trusted partner by providing executive support to the Executive Vice President, Chief Legal Officer & General Counsel and enabling the effective operation of the Legal and Intellectual Property team.
• The Legal Coordinator & Executive Assistant will play a key role in supporting executive effectiveness, coordinating legal operations, and improving team processes through strong organization, attention to detail, and cross-functional collaboration. The ideal candidate is an experienced professional who thrives in a fast-paced environment, anticipates needs, manages competing priorities, and handles sensitive and confidential information with professionalism, discretion, and sound judgment.

Responsibilities

• Executive and Leadership Support
• Provide executive support to the Executive Vice President, Chief Legal Officer & General Counsel, the Vice-President, Legal and the Senior Director, Intellectual Property, including calendar management, travel arrangements, expense management, and correspondence.
• Prepare meeting materials, agendas, and supporting documentation.
• Coordinate meetings, communications, and follow-up activities across internal stakeholders.
• Manage department budget, expenses and vendors.
• Anticipate executive needs and prioritizing, and help streamline workflow and decision making
• Legal Operations Support
• Support department projects, operational initiatives, and day-to-day Legal team activities.
• Manage legal workflows, intake processes, and request tracking to ensure timely coordination and delivery of legal services.
• Act as liaison between internal stakeholders and the Legal team, facilitating effective communication, alignment and follow-through.
• Maintain legal documents, records, systems, shared resources, and the department’s contract management system, ensuring agreements and related documentation are accurate, complete, and up to date.
• Support contract workflows, including coordinating agreement execution, managing signature processes, and tracking completion.

Requirements

• 10+ years of experience in a legal assistant, legal coordinator, executive assistant, legal operations, or similar role.
• Experience supporting senior executives and legal teams in a fast-paced environment.
• Familiarity with contracts, legal terminology, and legal department workflows.
• Experience with legal intake processes, document management, contract workflows, or legal operations tools.
• Strong organizational skills with exceptional attention to detail
• Exceptional time management skills, with the ability to manage multiple priorities in a fast-paced environment.
• Professional, clear and concise written and verbal communication skills.
• Demonstrated ability to exercise discretion, maintain confidentiality, and apply sound judgment.
• Proactive, solutions-oriented mindset with the ability to anticipate needs, take initiative, and solve problems independently.
• Proven ability to build strong relationships with executives, internal and external stakeholders, and vendors.
• Proficiency with Microsoft Office Suite and experience using enterprise collaboration and workflow tools.

Skills

Required

• Strong organizational skills
• Exceptional attention to detail
• Exceptional time management
• Professional communication
• Discretion and confidentiality
• Proactive and solutions-oriented
• Relationship building
• Microsoft Office Suite
• Legal operations tools
• Document management systems
• Contract management systems

Benefits

• We believe providing D-Wavers with company ownership, competitive pay, and a range of meaningful benefits is the start of creating a culture where people want to give the best they’ve got — not because they’re simply making money, but because they’ve fallen in love with our vision, mission, values, and team.
• During the interview process, your Recruiter will review our total rewards (base, equity, bonus, perks, benefit, culture) offerings. The final offer is determined by your proficiencies within this level.
• 87,000 - 120,000 USD per year (Remote (United States))