Executive Assistant & Legal Strategic Support Specialist

Job Overview

We are seeking a highly skilled, proactive, and legally astute Executive Assistant & Legal Strategic Support Specialist to provide world-class executive, operational, and legal support to senior leadership.

This role blends high-level executive assistance with structured legal coordination, document management, compliance oversight, and strategic project execution.

Ideal Candidate: The ideal candidate has prior experience working in a legal environment (law firm, corporate legal department, compliance office, or litigation setting) and understands legal terminology, document preparation, court procedures, and confidentiality standards.

You will serve as a trusted gatekeeper, operational strategist, and legal support partner — ensuring executive efficiency, regulatory compliance, and precision in documentation. This is a high-trust role requiring discretion, analytical thinking, and the ability to manage complex, sensitive matters in a fast-paced environment.

Key Responsibilities

Executive & Administrative Leadership

• Manage complex executive calendars across multiple time zones, including legal deadlines and court-related schedules
• Handle executive inbox management and draft professional correspondence
• Prepare presentations, executive briefings, board materials, and legal summaries
• Coordinate meetings, travel, depositions, hearings, and strategic sessions
• Maintain secure digital filing systems and confidential executive records

Legal & Compliance Support

• Draft, proofread, and format legal documents including contracts, pleadings, agreements, correspondence, and corporate records
• Conduct legal research using platforms such as Westlaw or LexisNexis
• Summarize legal documents, contracts, and case files for executive review
• Prepare and file court documents, including electronic filings in compliance with court procedures
• Conduct due diligence checks and conflict-of-interest screenings
• Support contract lifecycle management including renewals, amendments, and execution tracking

Business Operations & Financial Coordination

• Manage invoices, and legal expense reporting
• Assist with accounts payable/receivable and budget tracking
• Coordinate vendor contracts and legal service agreements
• Maintain organized legal databases and case management systems
• Support operational documentation and internal SOP development

Lead Generation & Client Relationship Management

• Conduct research on prospective clients, partnerships, and legal prospects
• Maintain CRM databases for clients, courts, vendors, and stakeholders
• Manage new client intake procedures, gather documentation, and onboarding
• Manage digital marketing and social media platforms

Strategic Writing & Communication

• Draft and proofread proposals, RFPs, legal correspondence, and executive communications
• Assist with grant writing and funding documentation when applicable
• Prepare executive summaries of legal risks, compliance matters, and strategic initiatives
• Maintain consistency and professionalism across all written materials

Strategic Project Coordination

• Support high-level strategic initiatives requiring legal oversight
• Conduct research and prepare executive decision-support briefs
• Coordinate cross-functional communication for compliance-sensitive projects
• Anticipate legal or operational risks and proactively recommend solutions
• Manage competing priorities with precision and discretion

Job Category

Legal

Skill Sets Required / Preferred

• Education: Associate or Bachelor's degree in Paralegal Studies, Legal Studies, or a related field. Certification from an accredited paralegal program is preferred.
• Experience: Minimum of 3-5+ years of professional experience as a paralegal or legal assistant, preferably in corporate, civil, or litigation law.
• Technical Skills: Proficient in legal research databases (e.g., LexisNexis, Westlaw), document management systems, and Microsoft Office Suite
• Legal Knowledge: Strong understanding of legal terminology, litigation processes, court filing procedures, and document preparation
• Soft Skills: Excellent organizational, written, and verbal communication skills; high attention to detail; ability to multitask and meet deadlines in a remote setting
• Confidentiality: Demonstrated ability to handle confidential legal information with integrity and discretion

Please note that this is NOT a work-from-home job opportunity. You will be working for a Western company from an approved worksite near you.

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