Executive Assistant - Legal and External Affairs

SUMMARY

The Executive Assistant – Legal and External Affairs will provide high-level administrative, legal, and external affairs support to the Chief Legal Officer and Chief Executive Officer. This role is essential in managing legal workflows, political and governmental engagement efforts, contribution tracking, and maintaining external relationships with key stakeholders. The ideal candidate will be detail-oriented, discreet, and capable of balancing legal tasks with external communications and political network support.

Key Responsibilities:

Legal & Administrative Support

• Draft, proofread, and format legal documents, correspondence, and reports.
• Maintain organized digital and physical legal files and track deadlines.
• Coordinate legal document requests and responses, including subpoenas and compliance matters.
• Assist with contract lifecycle tracking and legal database updates.
• Manage internal legal requests through appropriate systems.

Executive Support

• Manage calendars, schedule meetings, and coordinate complex travel arrangements for the CLO and CEO.
• Prepare briefing materials, agendas, and notes for executive meetings.
• Ensure timely and confidential handling of sensitive communications.

External Affairs & Political Engagement

• Track political contributions and assist in compliance with campaign finance regulations.
• Maintain databases of political contacts, industry associations, and key external stakeholders.
• Support planning and execution of networking events, meetings with public officials, and industry forums.
• Monitor relevant legal, regulatory, and political developments affecting the organization.

POSITION REQUIREMENTS

• Bachelor’s degree or equivalent experience required; legal or political science background preferred.
• Minimum 3 years of experience supporting senior executives or working in legal/government affairs.
• Excellent organizational, communication, and interpersonal skills.
• Proficient in Microsoft Office Suite, Adobe Acrobat, and database management tools.
• Demonstrated ability to manage confidential information and sensitive relationships with discretion.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met to successfully perform this job. Reasonable accommodations may be made upon written request.

• Prolonged periods of sitting and working at a computer.
• Occasional lifting of files, boxes, or office materials (up to 15 pounds).
• Ability to manage multiple tasks under pressure in a dynamic, fast-paced environment.