Administrative Assistant

The Company The Company, headquartered in Cleveland, Ohio, is seeking a highly organized and proactive Administrative Assistant to support our day-to-day operations. This role is primarily administrative in nature, with occasional responsibilities related to basic legal document handling and compliance recordkeeping. No attorneys are on staff; the incumbent will work closely with external legal counsel as needed and will not be expected to provide legal advice or perform substantive legal work. Position Summary The Administrative Assistant serves as the operational backbone of the office, ensuring that communications, scheduling, records, and organizational workflows run efficiently. In addition to core administrative functions, this role carries a secondary responsibility for managing routine legal documents, maintaining compliance files, and coordinating with outside legal counsel when required. Primary Responsibilities Administrative Functions Calendar and Schedule Management is the cornerstone of this role. The Administrative Assistant manages calendars, schedules internal and external meetings, and coordinates appointments across teams and leadership. Communications and Correspondence includes handling incoming and outgoing phone calls, emails, and written correspondence, while serving as the primary point of contact for visitors, vendors, and external partners. Document and Report Preparation covers drafting, formatting, and proofreading reports, presentations, and meeting materials to support leadership and cross-functional teams. Records and Filing Systems maintenance ensures that organizational databases, filing systems, and office records are accurate, up to date, and easily retrievable. Office Operations responsibilities encompass greeting visitors, coordinating meeting room preparation, managing office supply inventory, and processing incoming and outgoing mail and internal communications. Travel and Logistics Coordination involves arranging travel and booking accommodations for team members as needed. Basic Bookkeeping Support includes processing invoices, tracking expenses, and assisting with routine financial recordkeeping. HR and Onboarding Assistance may be required on an as-needed basis to support new hire coordination and general people operations tasks. Secondary Legal-Adjacent Duties These responsibilities represent a small portion of the overall workload and are intended to support the company's engagement with outside legal counsel rather than to replicate the work of a law firm paralegal. Contract and Document Tracking involves maintaining an organized repository of vendor contracts, NDAs, and other standard business agreements, tracking expiration dates and renewal timelines, and flagging items requiring attention. Routine Document Preparation includes formatting and proofreading standard legal templates such as correspondence, business agreements, and basic filings as directed by leadership or external counsel — not drafting legal strategy documents. Compliance Recordkeeping encompasses maintaining organized files related to regulatory, licensing, or compliance requirements applicable to the business, and ensuring records are accessible when needed. Liaison with Outside Legal Counsel requires coordinating scheduling, document sharing, and communication between company leadership and retained outside attorneys, ensuring timely and organized information flow. Legal Technology Support may include basic use of document management platforms or e-signature tools (e.g., DocuSign) to facilitate execution and storage of business agreements. Skills & Qualifications Core Administrative Skills Strong written and verbal communication and interpersonal skills Proficiency with office software and digital tools, including Microsoft Office Suite and Google Workspace Exceptional organizational ability and time management, with a capacity to juggle multiple priorities without losing accuracy High attention to detail and commitment to accuracy across all work products Legal-Adjacent Skills Comfort working with standard business contracts, NDAs, and compliance documents Ability to manage document repositories and track legal deadlines without attorney oversight on a day-to-day basis Discretion and sound judgment when handling sensitive or confidential business information Education & Experience High school diploma required; an associate's or bachelor's degree in Business Administration, Office Management, or a related field is strongly preferred 2+ years of experience in an administrative, office coordination, or executive assistant role Prior exposure to contract management, compliance filing, or legal document handling is a plus — but no paralegal certification or legal degree is required or expected #J-18808-Ljbffr Blue Streak Consultants