Executive Administrative Assistant/Paralegal

Position Title:   Executive Administrative Assistant/Paralegal     Department:     604 - Admin

Classification:  Exempt                                                            Approved By:   Human Resources 

REPORTING RELATIONSHIPS

Position Reports To: CEO

Positions Supervised: None

POSITION PURPOSE

We are seeking a highly organized and detail-oriented Executive Administrative Assistant / Paralegal to support our executive team and legal department. This dual-role position combines administrative responsibilities with essential paralegal duties, providing a unique opportunity for a dynamic professional to contribute to our operations and legal processes.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Executive Support:

• Provides high-level administrative support and assistance to the CEO and/or other assigned leadership staff.
• Perform clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
• Manage and coordinate executive schedules, appointments, and travel arrangements.
• Prepare and organize materials for meetings, including agendas, reports, and presentations while taking notes and recording minutes.
• Act as a liaison between executives and internal/external stakeholders.
• Handle confidential information with discretion and professionalism.
• Assist with special projects and perform general administrative tasks as needed.
• Performs additional duties as assigned by executives.
• Performs other related duties as assigned.

Paralegal Support:

• Conduct legal research and prepare legal documents, including contracts, briefs, and pleadings.
• Assist in the management of case files, including filing, indexing and maintaining records.
• Ensure compliance with legal procedures and assist in the development of internal policies with the HR department.
• International law or International Trade Administration (ITA) compliance contract completion.
• Performs other related duties as assigned.

JOB SPECIFICATIONS AND REQUIREMENTS

DESIRED:

Education and Experience:

• Proven experience as an Administrative Assistant, Virtual Assistant or Office Admin Assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• High School degree; additional qualification as an Administrative assistant or Secretary will be a plus
• 1 – 2 years’ experience as an EA preferred
• Associate degree in Paralegal Studies or related field preferred.
• Paralegal certificate preferred.
• 1 – 2 years’ experience as a Paralegal preferred
• International Law experience preferred
• ITA Compliance experience preferred

Schedule

• 9/80 work schedule
• Monday – Friday
• Overtime may be required as assigned