Executive Assistant to General Counsel & Vendor Coordinator

Why Deephaven Mortgage?

Job Overview

This role is full time in office in the Ballantyne area of Charlotte, NC.

What You’ll Do

Executive Assistant Responsibilities

• Provide executive-level administrative support to the General Counsel and the greater Legal and Compliance teams, including calendar management, meeting preparation, and correspondence
• Anticipate needs by proactively identifying priorities, scheduling requirements, and potential conflicts
• Serve as a liaison between the General Counsel and internal/external stakeholders
• Draft, edit, and prepare documents, presentations, legal correspondence, and confidential materials
• Support the General Counsel in board-related matters, committee meetings, and Legal project coordination
• Maintain confidentiality in handling sensitive company and legal information
• Coordinate and complete all third-party Compliance and Diligence requests
• Manage complex travel arrangements and logistics, ensuring seamless execution of domestic and international itineraries.Prepare and reconcile expense reports in a timely manner

Vendor Coordination Responsibilities

• Act as the central point of contact for vendors and service providers, maintaining strong professional relationships
• Manage the vendor onboarding process, including collection of compliance documents, contracts, and agreements
• Coordinate with Finance, Legal and the business to negotiate pricing and contract terms for all new and existing vendors, ensuring proper vendor documentation, risk management, and cost control
• Track and monitor vendor performance, renewals, contract expirations, and service-level agreements (SLAs)
• Assist in negotiations, renewals, and vendor communications, ensuring alignment with company policies and standards
• Maintain vendor database, contracts repository, and related records in an organized, up-to-date manner

General Administrative Support

• Handle office operations as needed, including supply management, office system upgrades, and troubleshooting equipment issues
• Coordinate hospitality (catering, room set up, etc.) event logistics, and meeting arrangements for internal and external gatherings
• Provide support to other executives and team members as needed.
• Support cross-functional projects requiring input from Legal and Vendor Management

What We Need

• Minimum 3 years of experience supporting senior executives, preferably in Legal, Compliance, or Finance
• Prior legal experience or paralegal experience is a plus!
• Advanced proficiency with MS Office Suite (Outlook, Word, Excel, PowerPoint) and comfort with legal and vendor management platforms
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines
• Strong written and verbal communication skills with keen attention to detail
• Ability to work independently and exercise sound judgment in a fast-paced environment
• Proven track record of handling highly confidential and sensitive information with discretion
• Bachelor’s degree in Business Administration, Legal Studies, or related field preferred
• Ability to work in the Ballantyne area of Charlotte, NC

Key Competencies

• Confidentiality & Integrity – Maintains the highest standards of discretion in sensitive matters.
• Vendor Relationship Management – Skilled at building and maintaining vendor partnerships while holding vendors accountable.
• Problem-Solving – Anticipates challenges and develops solutions quickly.
• Collaboration & Communication – Effectively partners with executives, colleagues, and external stakeholders.
• Organization & Initiative – Proactively manages complex schedules, contracts, and projects with minimal oversight.

Our Perks