Executive Assistant

Position Overview

A leading research-focused institution seeks a polished and highly professional Executive Assistant to support its Chief Legal Officer, who oversees the organization's legal, compliance, risk management, and governance functions and serves as a member of the senior leadership team.

The Executive Assistant will provide exceptional administrative support to a senior executive with a demanding and complex schedule. This individual will be responsible for managing competing priorities, coordinating high-level meetings and appointments, and ensuring the smooth operation of executive and departmental activities. The ideal candidate is detail-oriented, proactive, highly organized, and capable of exercising sound judgment while handling confidential and sensitive matters.

This role requires excellent communication and interpersonal skills, the ability to collaborate across all levels of the organization, and the professionalism necessary to support senior leaders in a fast-paced, high-profile environment.

Key Responsibilities

• Serve as the primary point of contact for visitors, internal stakeholders, and external partners, while managing access to the Chief Legal Officer.
• Manage a complex executive calendar, coordinating meetings and adjusting schedules in real time as priorities change.
• Coordinate detailed domestic and international travel arrangements, itineraries, and expense reporting.
• Track action items, deadlines, and commitments on behalf of the executive.
• Support the day-to-day operations of the executive office.
• Triage and respond to incoming requests and issues with minimal supervision.
• Build and maintain strong professional relationships with senior leadership, staff, outside counsel, vendors, and other key stakeholders.
• Prepare reports, presentations, briefing materials, and other highly confidential documents for executive leadership and governing bodies.
• Draft, proofread, edit, and fact-check correspondence and other written materials.
• Conduct online research and gather information to support projects and initiatives.
• Maintain physical and electronic records, including document management systems.
• Partner with IT support teams to troubleshoot technology issues as needed.
• Coordinate meeting logistics, including conference space, catering, equipment, and audiovisual needs.
• Provide additional administrative and operational support to the legal department as required.

Reporting Relationship

This position reports directly to the Chief Legal Officer.

Qualifications

• Minimum of 7 years of executive assistant experience supporting senior executives.
• Experience supporting executive-level or C-suite leaders within a large, complex organization preferred.
• Exceptional organizational, project management, time management, written communication, and proofreading skills.
• Extensive experience managing complex executive calendars.
• Demonstrated ability to handle highly confidential information with discretion and professionalism.
• Strong ability to manage multiple priorities, work under pressure, and meet deadlines in a fast-paced environment.
• Proven problem-solving skills and attention to detail.
• Ability to interact effectively with a wide range of stakeholders using sound judgment, diplomacy, and professionalism.
• Advanced proficiency with Microsoft Office and other common business productivity platforms, collaboration tools, and document management systems.
• Experience with legal or enterprise document management systems preferred.
• High school diploma required; bachelor's degree preferred.
• Prior experience in higher education, legal environments, professional services, or other highly regulated organizations is preferred.