Legal Executive Assistant

Job Description

Job Description

The Legal Department Executive Assistant provides high-level administrative and operational support to the legal team, including senior leadership. This role helps drive organizational effectiveness through continuous improvement, operational excellence, collaboration, and professional communication. This role manages team schedules, coordinates meetings and travel, prepares business materials, and handles confidential information with discretion. The ideal candidate is a forward-thinking professional who thrives in a fast-paced environment, anticipates needs, and consistently delivers high-quality results.

Key Responsibilities
• Manage complex calendars, scheduling, and meeting coordination. Complete timesheet submissions.
• Coordinate travel arrangements, expense reporting, and other related administrative activities.
• Prepare and file regulatory and legal documents across multiple jurisdictions on behalf of the legal team.
• Prepare, edit, and format presentations, reports, correspondence, and other business documents.
• Support meeting planning and execution, including logistics, agendas, materials, and follow-up actions.
• Screen, distribute, and prioritize communications, mail, and information requests.
• Collect, organize, and prepare information for department leadership.
• Provide on-site administrative and event support as needed.
• Collaborate with outside counsel, ensure accuracy throughout invoice review and matter management processes.
• Order office supplies, manage facility requests, and support new hire onboarding.
• Partner effectively with other administrative professionals and business stakeholders.
• Anticipate executive needs, identify priorities, and proactively resolve issues.
• Support special projects and additional responsibilities as assigned.
• Recommend and implement process improvements to enhance efficiency and effectiveness.

Qualifications
• Minimum of 10 years of administrative or executive support experience, including support of senior leadership or C-suite executives.
• Advanced proficiency in Microsoft Office Suite with the ability to create professional presentations, reports, and communications.
• Exceptional organizational skills with strong attention to detail and accuracy.
• Excellent verbal, written, and interpersonal communication skills.
• Ability to manage multiple priorities, meet deadlines, and perform effectively under pressure.
• Proven ability to work independently while collaborating effectively across teams.
• Strong customer service mindset and relationship-building skills.
• Ability to maintain confidentiality and exercise sound judgment in handling sensitive information.
• Demonstrated problem-solving skills, initiative, and commitment to continuous improvement.
• Professional presence and confidence interacting with executives, Board members, employees, customers, and external partners.

Key Competencies
• Integrity and ethical conduct
• Accountability and ownership
• Collaboration and teamwork
• Proactive and forward-thinking mindset
• Adaptability and flexibility
• Professionalism and discretion
• Strong customer focus
• Multitasking and prioritization
• Initiative and continuous learning
• Results orientation and attention to detail
• Effective communication and relationship management
• Independent judgment and decision-making

This role requires a highly organized, resourceful professional who can anticipate needs, adapt to changing priorities, and serve as a trusted partner to the Legal Team.