Executive Assistant

SUMMARY  

The Executive Assistant will provide high-level administrative support to the executive team, handling sensitive matters, managing schedules, and acting as a liaison between internal and external stakeholders. The ideal candidate will possess exceptional organizational skills, a proactive mindset, the ability to manage multiple priorities efficiently, and have familiarity with basic legal concepts and terminology. This role requires discretion, strong interpersonal skills, and an ability to thrive in a fast-paced environment. 

KEY RESPONSIBILITIES & DUTIES

• Legal Support and Administrative Tasks
  1. Draft, edit, and review documents and correspondence, ensuring accuracy and compliance with company standards.
  2. Draft, edit, proofread, and review documents, reports, presentations, and other documents as needed.
  3. Conduct preliminary document review and proofreading of documents for formatting, grammar, and consistency.
  4. Maintain and organize files, records, and contracts, both digital and physical.
  5. Assist with event planning and coordination for internal and external events, including conferences, team off-sites, and meetings.
• Executive Support
  1. Manage daily schedules, calendars, and appointments for the executive(s), ensuring efficient time management.
  2. Arrange and coordinate meetings, including preparing agendas, taking meeting minutes, and following up on action items.
  3. Screen and prioritize emails, phone calls, and other communications, responding on behalf of the executive when appropriate.
  4. Handle sensitive and confidential information with discretion.
• Travel and Logistics
  1. Organize domestic travel, including flights, accommodations, and itineraries.
  2. Prepare travel expense reports and reconcile receipts.
• Project Coordination
  1. Assist with special projects and initiatives, ensuring deadlines are met and outcomes are aligned with organizational goals.
  2. Coordinate and collaborate with various departments to facilitate project completion.
• Relationship Management
  1. Build and maintain relationships with key stakeholders, both internal and external, to ensure smooth communication and execution of tasks.
  2. Act as a point of contact between the executive and team members, providing support as needed.
• Other duties as assigned. 

REQUIRED SKILLS/ABILITIES

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), collaboration tools like Zoom or Teams, and other software (e.g., Adobe Acrobat, DocuSign, or CLM systems).
• Exceptional organizational, time-management, and multitasking skills.
• Excellent written and oral communication skills.
• Strong attention to detail.
• Strong problem-solving abilities.
• Ability to work independently and handle a high-pressure environment with changing priorities.
• Discretion and confidentiality are essential.

EDUCATION/EXPERIENCE/LICENSES/CERTIFICATIONS

• Bachelor's degree or equivalent experience preferred.
• 5 years of experience in an executive assistant or administrative support role, preferably supporting C-level executives.
• Strong understanding of legal terminology and experience in drafting, reviewing, and managing contracts, agreements, and other legal documents.

SUCCESS PROFILE

• Experience in a fast-paced corporate environment.
• Experience working in a corporate legal department or law firm.
• Familiarity with project management tools like MS Project, Asana, Trello, ClickUp.
• Event planning experience is a plus. 

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

PHYSICAL DEMANDS 

• The employee is regularly required to sit for prolonged periods at a desk, stand, and walk. Occasional light lifting (up to 20 lbs.) may be required when handling office supplies or materials.
• Frequent use of hands for typing, writing, and handling documents. The employee must have sufficient hand-eye coordination to operate office equipment such as computers, phones, printers, and scanners.
• Close vision is required for extended periods when working on computers, reviewing documents, and reading small print. The employee may occasionally be required to view a computer screen for long periods of time and must have adequate vision to read emails, documents, and spreadsheets.
• The employee must be able to hear and speak clearly in person, over the phone, and in virtual meetings. Strong verbal communication is essential for coordinating tasks and conveying information effectively.
• Occasional travel may be required to support executives during business trips, off-site meetings, or events, which may involve walking and standing for extended periods.
• Occasional bending, reaching, and stooping to access files or office materials.
• The ability to adjust to varying work hours, as the role may occasionally require overtime or evening work depending on the executive’s schedule.