Executive Assistant Legal and Human Resources

About the role

Provide comprehensive administrative support to two executives and their direct reports, focusing on daily departmental needs. Proactively manage schedules, travel, meeting preparation, and email priorities to ensure seamless organization and readiness. Respond efficiently to ad-hoc requests and support departmental and cross-departmental events.

Responsibilities

• Calendar/Email/Meeting Management: Support two executives with daily administrative tasks and maintain close communication regarding upcoming commitments, deadlines, and responsibilities. Manage calendars, monitor email for urgent departmental matters, schedule and coordinate meetings, prepare agendas, print materials, take minutes as needed, and handle meeting logistics, including rooms, meals, and technical setup. Review departmental calendars and email regularly to support proactive preparation for executives and their teams.
• Departmental Information Support: Maintain and organize departmental documents, reports, and data through accurate storage, filing, and retrieval processes. Prepare reports, collect and arrange information, support historical reference needs, and ensure confidentiality, discretion, and data integrity. Monitor document types and usage to inform future documentation practices.
• Travel Coordination: Coordinate business travel for two executives, including confirming travel needs, booking arrangements, preparing itineraries, supporting other travelers as needed, handling expense reports, and serving as the primary contact for guests attending departmental or company-wide events.
• Department Administration & Accounting: Manage office supplies, monitor inventory, anticipate department needs, evaluate and order products, and verify receipt. Oversee expense reports, invoice payments, purchase orders, cross-charge processes, authorized signature cards, vendor coordination, and related compliance support with Operations and Finance.
• Departmental Communication: Work with Corporate Communications to draft and produce internal communications for department members, including newsletters, executive emails, presentations, and other department-focused materials. Manage distribution of communications to both departments.
• Legal Administrative Support: Support attorneys and legal team members with department-specific legal matters, including lease accidents, litigation and claims support, subpoenas, garnishments, regulatory requests, service of process, legal notices, outside counsel billing coordination, and other legal correspondence. Coordinate document preparation, signatures, notarizations, and follow-up with internal stakeholders and outside counsel. Help ensure legal matters, requests, filings, and other time-sensitive deliverables are handled timely, accurately, promptly, and with appropriate confidentiality and discretion.
• Event Planning & Support: Organize and coordinate events for both departments, including employee engagement activities, cross-departmental meetings, team-building events, training sessions, and company celebrations. Serve as a key contact for partner, vendor, and customer relations events and coordinate with other administrative staff to support executive involvement.
• Backup Support for other Executive Assistants: Provide assistance to fellow executive assistants as needed, including support and training for new hires on administrative best practices and tools.

Requirements

• BS/BA and prefer 0–2 years of relevant experience OR 4 years of relevant experience in lieu of degree
• Minimum 3 years of executive administrative support
• Strong attention to detail
• Excellent time management, planning, multitasking, prioritization, and proactive follow-through skills
• Ability to handle confidential information with discretion
• Professional verbal and written communication skills
• Ability to proactively manage executives’ schedules, travel, meetings, and emails
• Ability to handle ad-hoc requests and organize departmental events
• Advanced skills in Microsoft Office Suite, especially Outlook (Calendar/Email)
• Creative problem-solving abilities
• General knowledge of accounts payable functions and systems
• Event coordination experience
• Ability to work collaboratively across all levels, including senior executives
• Effective independent and teamwork skills

Qualifications

• Exceptional candidates may have a Bachelor’s Degree
• Notary Public certification
• Multimedia and video production experience
• Experience working in a global corporate organization
• Experience working in a law firm or for an in-house legal department or HR department

Benefits

• Annual bonus program
• 401k company contribution with company match up to 6% as well as non-elective company contribution of 3–7% depending on age
• Starting at 4 weeks paid vacation
• 15 calendar holidays
• 8 weeks paid parental leave
• Employee assistance program
• Comprehensive healthcare plans and wellness programs
• Onsite fitness (at some locations)
• Tuition assistance and volunteer paid time off
• Short-term and long-term disability plans

Schedule

Hybrid (4 days per week in-office / 1 day remote).