Executive Assistant and Admin (with Legal Background)

Position Overview:

We are seeking an organized, professional, and proactive Executive Assistant with a legal background to support our senior leadership team. The ideal candidate will possess strong administrative skills, attention to detail, and a solid understanding of legal concepts and terminology. This position involves a mix of administrative duties and legal support, assisting in the smooth operation of the executive office while ensuring that all legal matters are handled appropriately.

Key Responsibilities:

1. Executive Support:

Manage the daily schedule, appointments, and meetings for senior leadership, ensuring efficient time management.

Serve as the primary point of contact between executives and both internal and external stakeholders.

Organize and prioritize incoming correspondence, emails, and phone calls, responding on behalf of executives when necessary.

Prepare reports, presentations, and other business materials for meetings and conferences.

Make travel arrangements, including flight bookings, accommodations, and itineraries for the executive team.

Handle personal tasks and errands for executives as needed.

2. Legal Support and Administration:

Assist in drafting, reviewing, and editing legal documents (contracts, agreements, non-disclosure agreements, etc.).

Conduct legal research and provide summaries of relevant laws, regulations, and precedents.

Maintain and organize legal files and documentation in compliance with confidentiality and privacy standards.

Ensure the timely submission of legal documents and correspondence, tracking important deadlines.

Coordinate with external legal counsel as required, keeping executives informed of progress and developments.

3. Office and Project Management:

Manage administrative functions for the executive office, including file management, office supplies, and office logistics.

Organize and schedule meetings, ensuring all necessary documents and information are available.

Monitor the progress of ongoing legal and administrative projects, providing regular updates to senior leadership.

Assist with the coordination of company events, conferences, and internal meetings, ensuring all details are managed effectively.

Maintain confidentiality and handle sensitive company and legal information with discretion.

4. General Administrative Duties:

Ensure smooth day-to-day operations of the executive office, resolving issues as they arise.

Liaise with other departments to facilitate communication and workflow between different teams.

Prepare meeting agendas, take meeting minutes, and follow up on action items as required.

Perform any other tasks and projects as assigned by senior leadership.

Qualifications:

A Bachelor’s degree in Law.

Proven experience as an Executive Assistant, Personal Assistant, or similar role, preferably in a legal or corporate environment.

In-depth knowledge of legal terminology, legal documents, and processes.

Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.

Excellent written and verbal communication skills, with the ability to communicate professionally with stakeholders at all levels.

High attention to detail and accuracy in document management and preparation.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), legal software, and project management tools.

Ability to handle sensitive information with discretion and maintain confidentiality.

Strong interpersonal skills with the ability to work well both independently and as part of a team.

Flexible, adaptable, and able to handle a variety of tasks in a fast-paced environment.