Administrative Assistant

Jobtailor; Illinois; On-site; USD 60,000 - 85,000; Full time

Job summary

Jobtailor is seeking an experienced Executive Administrative Assistant to support a senior legal executive. You will manage calendars, coordinate meetings, and handle travel logistics with attention to detail.

You will draft and format a range of documents, maintain records, and oversee invoices and budgeting for the legal department. Strong proofreading and research skills are essential for this role.

Qualifications

• Minimum 3 years of administrative experience supporting corporate executives or in a corporate legal department.
• Proficient with Microsoft Office Suite and document management or billing software.
• Associate or bachelor's degree required.
• Experience with internet research and proofreading/editing.

Responsibilities

• Manage complex calendars for the legal executive and staff.
• Coordinate cross-functional meetings, committees, and staff meetings with materials and bookings.
• Arrange travel, prepare itineraries, and process executive expense reports.
• Transcribe, draft, proofread, and format various documents.
• Maintain physical and electronic files in enterprise document management systems.
• Process legal invoices and monitor the department's budget.
• Serve as primary contact between the legal executive, C‑suite, external law firms, and internal units.

Skills

Administrative experience

Calendar management

Communication

Proofreading/editing

Education

Associate or bachelor's degree

Tools

Microsoft Office Suite

Document management software

Billing software

Job description

Manage highly complex and frequently changing calendars for the legal executive and applicable staff.

Coordinate cross‑functional meetings, committees, and executive staff meetings, including material preparation and room/catering bookings.

Make travel arrangements, prepare detailed itineraries, and process executive expense reports.

Transcribe, type, draft, proofread, and format a variety of material such as correspondence, invoices, contracts, meeting minutes, reports, speeches, and presentations.

Maintain both physical and electronic files, often utilizing enterprise document management systems to ensure compliance with corporate governance guidelines.

Process legal invoices from outside counsel and track the legal department's budget and expenses.

Serve as the primary point of contact between the legal executive, C‑suite executives, external law firms, and internal business units.

Requirements

• 3 or more years of administrative experience, specifically supporting corporate executives or working in a corporate law department/firm
• Experience with Microsoft Office Suite (Word, Excel, PowerPoint) and document management or billing software
• Associate or bachelor's degree
• Experience with internet research and proof‑reading/editing