Executive Assistant

Job Summary

We are seeking a highly organized, discreet, and detail-oriented Executive Assistant to provide comprehensive administrative, executive, and legal support to top management. The ideal candidate has strong knowledge of legal documentation and processes, excellent communication skills, and the ability to handle confidential matters with professionalism and sound judgment.

Key Responsibilities

Executive & Administrative Support

• Provide comprehensive administrative and executive support to the Executive/Management.
• Manage calendars, appointments, meetings, and schedules.
• Prepare meeting agendas, minutes, presentations, reports, and correspondence.
• Coordinate meetings with internal departments, clients, business partners, and external stakeholders.
• Monitor and follow up on important deadlines, commitments, and action items.
• Handle confidential and sensitive information with utmost discretion.
• Organize and maintain executive files, records, and documents.

Paralegal & Legal Support

• Assist in the preparation, review, organization, and maintenance of legal documents, contracts, agreements, affidavits, and other legal correspondence.
• Conduct basic legal research and summarize relevant laws, regulations, and case information as requested.
• Assist in monitoring contract renewals, legal deadlines, permits, licenses, and compliance requirements.
• Coordinate with external lawyers, legal counsel, government agencies, and other legal representatives.
• Maintain organized and confidential legal files and case-related documentation.
• Assist in preparing documents and requirements for legal proceedings, corporate matters, and regulatory submissions.
• Track the status of legal matters and provide timely updates to management and legal counsel.

Coordination & Follow-Up

• Serve as a liaison between the Executive and internal departments or external parties.
• Follow up on assigned tasks and ensure timely completion of management directives.
• Coordinate confidential and time-sensitive projects as assigned.
• Assist management in preparing information and documentation required for business decisions.

JOB QUALIFICATIONS:

• Bachelor’s degree in Legal Management, Political Science, Business Administration, Paralegal Studies, or a related field.

• Paralegal experience or legal support experience is highly preferred.

• At least 2–5 years of proven experience as an Executive Assistant, Personal Assistant, Legal Assistant, or similar role.

• Experienced in preparing meeting minutes, reports, legal documents, presentations, and confidential correspondence.

• Able to coordinate with lawyers, government agencies, clients, suppliers, and internal departments.as an Executive Assistant, Legal Assistant, Paralegal, or in a similar role.

• Familiarity with corporate legal matters, contracts, labor/employment documentation, and regulatory compliance.

• Highly organized, detail-oriented, and capable of managing multiple priorities.

• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and document management systems.

• Strong research, documentation, and follow-up skills.

• Able to handle confidential information with a high level of integrity and discretion.

• Strong interpersonal and coordination skills.

• Willing to work in a fast-paced environment and support senior-level management.

Key Competencies

• Executive Support
• Legal & Paralegal Assistance
• Contract & Document Management
• Legal Research
• Confidentiality & Discretion
• Communication & Coordination
• Organization & Time Management
• Attention to Detail
• Problem Solving
• Stakeholder Management