Executive Assistant

Job Title: Executive Assistant – Legal Department Location (City, State): Harrison, NY Assignment Type: Direct Hire Pay: $75,000-$85,000 annually Work Schedule: Full-time | Monday-Friday | 9:00 AM-5:00 PM | Fully onsite (5 days/week) Benefits: This position is eligible for company benefits, including medical, dental, vision, and retirement benefits. About The Company: Our client is a physician-owned healthcare organization specializing in anesthesia services. The company partners with hospitals and ambulatory surgery centers to help anesthesia programs operate safely, efficiently, and in alignment with the needs of the facilities they serve. Job Description: The Executive Assistant will provide high-level administrative and operational support to the Legal Department, primarily supporting executive legal leadership while partnering with a small legal team. This role will manage executive scheduling, travel coordination, expense reporting, legal documentation, contract administration, and department operations. The ideal candidate is a proactive, technology-savvy, and highly organized professional who can independently manage priorities, anticipate needs, and support a fast-paced legal environment with professionalism and discretion. Key Responsibilities: Coordinate and maintain complex executive calendars, including scheduling meetings, managing appointments, and prioritizing competing demands. Arrange domestic and international travel, including airfare, hotel accommodations, rental vehicles, and detailed travel itineraries. Prepare, process, and track executive expense reports, invoices, and supporting documentation. Serve as the primary point of contact for the Legal Department, managing communications and coordinating with internal teams and external partners. Monitor incoming correspondence, emails, and other communications, ensuring timely distribution and follow-up. Coordinate meetings by preparing agendas, managing logistics, and recording minutes for legal and compliance-related meetings. Draft, format, edit, and proofread legal documents, reports, presentations, and professional correspondence. Conduct research and prepare summaries, status updates, and reports to support department initiatives. Track legal deadlines, compliance initiatives, and key deliverables to ensure projects remain on schedule. Maintain organized filing and document management systems for legal records, contracts, correspondence, and other confidential documents. Manage contract administration by maintaining original agreements, uploading executed contracts, and updating document databases. Coordinate with outside counsel and internal stakeholders to collect information, manage deadlines, and ensure timely completion of deliverables. Provide administrative and project support across legal and compliance functions as business needs evolve. Assist with visitor coordination and executive meeting preparation in partnership with other administrative professionals. Qualifications: 7+ years of experience providing executive or senior-level administrative support. Prior experience supporting a legal department, attorney, or executive leadership team required; Legal Executive Assistant or Legal Office Manager experience strongly preferred. Healthcare industry experience is a plus. Associate's or bachelor's degree preferred; Secretarial Certification is a plus. Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook. Exceptional organizational and time management skills with the ability to prioritize multiple deadlines in a fast-paced environment. Highly proactive, resourceful, and self-directed, with the ability to work independently and anticipate business needs. Excellent written and verbal communication skills with a professional, polished, and customer-service-oriented approach. Strong attention to detail and the ability to maintain accuracy while managing multiple priorities. Proven problem-solving skills and the flexibility to adapt quickly to changing priorities. Ability to handle confidential and sensitive information with the highest level of discretion and professionalism. Positive, team-oriented attitude with a "no task too small" mindset and a willingness to support the Legal Department wherever needed. Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request. #J-18808-Ljbffr