Executive Assistant/Paralegal

Description

About Us

The Springs Living is a purpose-driven senior living organization with 20 communities throughout the Pacific Northwest. For nearly 30 years, The Springs Living has been committed to transforming housing for older adults by delivering quality service and fostering an enrichment culture to help residents, their families and each other live life to its fullest. To do this, we demonstrate our core values—kindness, quality, innovation, trust, and pride— and empower every team member to do the right thing for residents and each other.

Position Overview

We are seeking a highly organized and detail-oriented individual for a new role combining the responsibilities of an Executive Assistant with strong Paralegal Skills. This role will provide key administrative support to senior executives while also handling legal and compliance-related responsibilities. The ideal candidate will be proactive, detail-oriented, and capable of managing multiple priorities in a fast-paced environment. We are looking for someone with excellent communication, organizational, and legal research skills who thrives in a collaborative team setting.

Key Responsibilities:

Paralegal & Compliance Duties:

• Track and maintain an up-to-date record of business licenses, permits, contracts, and other regulatory compliance documents.
• Ensure timely renewals and collaborate with the relevant departments or agencies to take necessary action.
• Communicate with relevant authorities to resolve any issues related to business licenses and compliance discrepancies.
• Maintain and organize legal documents, contracts, and compliance records.
• Provide administrative support for contract management and execution.
• Coordinate with outside counsel as needed on legal matters.
• Assist with property closures and related documentation.
• Maintain and organize case files, including tracking deadlines and managing legal documents.
• Assist with the gathering, preparation, and management of documents, including discovery.
• Gather necessary signatures for legal documents and filings in accordance with legal requirements.

Executive Assistant Duties:

• Provide high-level administrative support to senior executives, including meeting preparation, calendar management, email support, and travel coordination.
• Serve as a key liaison between executives, clients, and other stakeholders, ensuring effective communication.
• Prepare and organize reports, presentations, and correspondence for executives.
• Manage incoming phone calls, emails, and other forms of communication, prioritizing and responding as appropriate.
• Coordinate office logistics, including supply ordering, maintaining office systems, and overseeing general office operations.
• Assist with event planning and other special projects as needed.

Organization and Document Management:

• Implement and maintain an effective document management system for both administrative and legal files, ensuring compliance with data management standards and accessibility.
• Organize and manage electronic and physical filing systems for contracts, agreements, legal documents, and business records.
• Oversee the retrieval and distribution of documents as requested by team members, ensuring timely and efficient processing.

Skills & Qualifications:

• Bachelor’s degree or equivalent experience.
• Prior experience as an Executive Assistant, Paralegal, or in a similar administrative/legal role.
• Experience with contract management and legal document handling.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management systems.
• Strong attention to detail and the ability to handle confidential information with discretion.
• Ability to work independently and collaboratively in a fast-paced environment.
• High level of discretion and professionalism in handling confidential information.
• Strong organizational skills with the ability to manage complex projects and multiple deadlines.

Benefits

The Springs Living believes in supporting employees holistically based on five pillars of wellness: physical, mental, social, professional, and financial. Our employee benefits and programs have been thoughtfully selected to serve employees and their families. Below is a summary of our benefits.

• Medical, Dental and Vision Insurance
• Flexible Spending Account
• Life / AD&D Insurance
• Short Term Disability
• 401(k) Retirement Plan
• Employee Assistance Program
• Paid Time Off
• Sabbatical Program
• Professional Development
• On-site Chiropractic Care & Fitness Center

Additional Information

If the idea of joining a dynamic team working together for a common purpose while being at the forefront of an innovative company driven by quality excites you, please apply today by including your resume and a cover letter with your application.

• This position is located at 3330 SE Three Mile Lane, McMinnville, OR 97128.