Executive Administrative Assistant - Contract life cycle

Vaco by Highspring; Dayton (OH); On-site; USD 55,000 - 75,000; Full time

Job summary

Vaco by Highspring in Dayton, OH is seeking an experienced Administrative Assistant - Legal to provide direct support to the General Counsel in a corporate setting. This onsite role focuses on contract administration, governance, and high-level executive support.

The ideal candidate has 5+ years of administrative experience, strong MS Office skills, and familiarity with document management systems and SAP; you will handle confidential information and coordinate board materials.

Qualifications

• Associate's degree or equivalent combination of education and experience.
• 5+ years of administrative experience, preferably supporting an in-house legal department.
• Experience managing legal contracts and supporting contract administration processes.
• Experience preparing board minutes, corporate resolutions, or other corporate governance documentation is highly preferred.
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).

Responsibilities

• Provide day-to-day administrative support to the General Counsel.
• Coordinate and manage the lifecycle of legal contracts, including reviewing, routing, tracking, uploading, and executing documents.
• Maintain legal files and document management systems.
• Assist with preparing board meeting materials, board minutes, corporate resolutions, and other governance documentation.
• Prepare correspondence, presentations, reports, and executive communications.
• Proofread legal and business documents for accuracy, formatting, and consistency.
• Coordinate meetings, manage calendars, schedule travel, and prepare meeting agendas.
• Organize and maintain confidential legal records and corporate documents.
• Handle incoming correspondence and assist with department administrative functions.
• Create purchase requisitions and process invoices through SAP as needed.
• Provide additional administrative support to the legal department and executive team as assigned.

Skills

Microsoft Office

Contract administration

Calendar management

Proofreading

Document management

Education

Associate's degree or equivalent

Tools

SAP

Document management systems

Job description

Administrative Assistant - Legal Schedule: Onsite | Monday-Friday

About the Opportunity

Vaco is partnering with Omya to identify an experienced Administrative Assistant - Legal to provide direct support to the company's General Counsel. This is a unique opportunity for someone who enjoys working in a corporate legal environment and wants to be a key business partner to an in-house attorney.

This is not a Paralegal position. We’re looking for an administrative professional with experience supporting an in-house legal department or corporate attorney, particularly in contract administration, corporate governance, and executive-level legal support.

Top Priorities

• Experience supporting an in-house attorney or corporate legal department
• Experience managing contracts throughout the contract lifecycle
• Strong administrative, organizational, and communication skills with the ability to handle highly confidential information

Responsibilities

• Provide day-to-day administrative support to the General Counsel.
• Coordinate and manage the lifecycle of legal contracts, including reviewing, routing, tracking, uploading, and executing documents.
• Maintain legal files and document management systems.
• Assist with preparing board meeting materials, board minutes, corporate resolutions, and other governance documentation.
• Prepare correspondence, presentations, reports, and executive communications.
• Proofread legal and business documents for accuracy, formatting, and consistency.
• Coordinate meetings, manage calendars, schedule travel, and prepare meeting agendas.
• Organize and maintain confidential legal records and corporate documents.
• Handle incoming correspondence and assist with department administrative functions.
• Create purchase requisitions and process invoices through SAP as needed.
• Provide additional administrative support to the legal department and executive team as assigned.

Qualifications

• Associate's degree preferred or equivalent combination of education and experience.
• 5+ years of administrative experience, preferably supporting an in-house legal department, corporate attorney, or executive legal function.
• Experience managing legal contracts and supporting contract administration processes.
• Experience preparing board minutes, corporate resolutions, or other corporate governance documentation is highly preferred.
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Experience with document management systems or legal document repositories is a plus.
• SAP experience is preferred but not required.
• Exceptional organizational, communication, and proofreading skills.
• Ability to prioritize multiple projects while maintaining strict confidentiality.

Ideal Background

We're looking for someone who has worked in a corporate legal environment rather than a traditional law firm or litigation setting. Ideal candidates may have experience as:

• Legal Administrative Assistant (Corporate/In-House)
• Corporate Legal Coordinator
• Legal Executive Assistant
• Corporate Governance Coordinator
• Contracts Administrator with executive legal support experience

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact [e-mail].

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

For residents of Ontario, Canada only: to the extent the position for employment is not with Highspring or not otherwise noted as vacant above, candidate should be informed that this role is to replace a presently employed person at Vaco by Highspring's client.

Vaco by Highspring respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR and UK GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.

Pay Transparency Notice

The following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses and/or participation in medical, dental, and vision benefits as well as the company's retirement plan (or similar retirement benefits).

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

the individual's skill sets, experience and training;

licensure and certification requirements;

office location and other geographic considerations;

and other business and organizational needs.