Executive Assistant

Overview

• Provide executive-level administrative support to General Counsel and HR Director in a fast-paced, mission-driven organization.
• Coordinate schedules, meetings, and travel logistics while ensuring timely communication and document preparation.
• Manage legal processes, filings, and HR documentation with strict confidentiality and attention to detail.
• Collaborate with internal teams to ensure seamless project coordination and deliverable tracking.
• Support contract management systems and maintain Salesforce database for legal partnerships.
• Create and revise presentations, compile data, and conduct research as directed.
• Contribute to office management tasks, including reception coverage and event planning.
• Uphold organizational values and contribute to the success of a dynamic team environment.

Key Responsibilities & Duties

• Screen and respond to emails and calls, ensuring timely and professional communication.
• Manage calendars, schedule meetings, and prepare relevant documents for leadership.
• Coordinate travel arrangements, including flights, accommodations, and transportation logistics.
• Organize and manage department meetings, offsite activities, and group events.
• Maintain HR and legal documentation, ensuring proper electronic file management.
• Support lobbying timesheet collection and manage legal disclosure filings.
• Assist with contract management system operations and respond to staff inquiries.
• Prepare expense reports and facilitate invoice and contract approvals.
• Handle sensitive information with discretion and maintain confidentiality at all times.

Job Requirements

• Bachelor’s degree required, preferably in a related field.
• 5-7 years of executive-level administrative support experience in government, law, or nonprofit sectors.
• Proficiency in MS Office applications; Salesforce experience preferred.
• Strong organizational and detail-oriented skills with the ability to manage multiple tasks.
• Experience in project management and familiarity with lobbying reporting processes.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with professionalism and discretion.
• Flexibility to work overtime to meet deadlines and complete urgent projects.
• Commitment to contributing to a mission-driven organization.