Legal Executive Assistant

Overview

This position requires in office attendance several days a week, so applicants should be within driving distance of Okemos, MI or St. Paul, MN.

Job Summary

The Executive Assistant provides high-level administrative and operational support to executive leadership, exercising sound judgment, discretion, and confidentiality. This role supports executive effectiveness by managing complex schedules, preparing correspondence and materials, handling sensitive information, and coordinating meetings and initiatives. The Executive Assistant serves as a trusted partner to leadership in a fast-paced, professional services environment. Please see specific information related to this role after the Core Competencies section below.

Work Performed and Job Requirements

• Executive Support
  • Provides high-level administrative support to executive leadership with a high degree of discretion and professionalism.
  • Manages complex executive calendars, including scheduling across time zones, prioritizing requests, and resolving conflicts.
  • Prepares executives for meetings by organizing materials, tracking upcoming deadlines, and supporting follow-up on action items.
  • Serves as a primary point of contact for executives, maintaining awareness of priorities and shifting demands.
• Communication Management
  • Serves as a liaison between executive leadership and internal and external stakeholders.
  • Screens and responds to incoming communications, independently handling matters when appropriate.
  • Drafts, edits, and formats professional correspondence and communications on behalf of executive leadership.
  • Handles confidential and sensitive information with discretion and professionalism.
• Document Preparation and Information Management
  • Prepares and maintains correspondence, reports, presentations, agendas, meeting minutes, and briefing materials.
  • Compiles information and prepares summaries or reports to support executive decision-making.
  • Organizes and maintains files in accordance with firm standards and confidentiality requirements.
  • Ensures accuracy, consistency, and attention to detail across all deliverables.
• Meeting and Project Coordination
  • Coordinates meeting logistics, including scheduling, room reservations, virtual meeting setup, and material distribution.
  • Attends meetings as needed to capture notes, track action items, and support follow-up.
  • Supports special projects and initiatives, assisting with coordination and timelines.
  • Partners with other administrative staff to ensure consistent executive support.
• Operational and Administrative Support
  • Supports departmental and firm-wide administrative processes as needed.
  • Assists with adherence to internal policies, procedures, and administrative standards.
  • Provides backup support to other administrative staff to ensure continuity of operations.
• Performs other related duties as assigned.

Education/Training

Minimum of a high school diploma or GED required; bachelor’s degree in business or related discipline is highly preferred. Notary certification is also preferred.

Experience

Minimum of 5 or more years of experience in an executive assistant role within a health care environment or professional services firm.

Knowledge, Skills, and Abilities

• Strong organizational and time management skills with the ability to manage competing priorities.
• Proven ability to maintain confidentiality and exercise discretion with sensitive information.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Outlook, Excel, PowerPoint).
• Strong interpersonal skills and professional presence.
• Ability to work independently, anticipate needs, and exercise sound judgment.
• Adaptable and able to respond effectively to changing priorities.
• Ability to support multiple executives simultaneously.
• Ability to work extended hours when business needs require.

Core Competencies

Job Level Competencies

• Time Management – Prioritizes tasks and adapts to schedule changes.
• Problem Solving – Proposes practical solutions based on past experience.
• Collaboration – Contributes to team goals and supports shared accountability.

Equal Opportunity Employer/Protected…