Executive Assistant

Mindlance; Akron (OH); Presencial; USD 65.000 - 95.000; Jornada completa

Descripción de la vacante

Mindlance in Akron, OH is seeking a seasoned Legal Department Executive Assistant to provide high-level administrative support to the legal team and senior leadership. The role focuses on operational excellence, calendar management, travel coordination, and handling confidential information with discretion.

In this 100% onsite position, you will prepare business materials, assist with meetings, and collaborate with outside counsel.

Formación

• Minimum of 10 years of administrative or executive support experience, including support of senior leadership or C-suite executives.
• Advanced proficiency in Microsoft Office Suite with the ability to create professional presentations, reports, and communications.
• Exceptional organizational skills with strong attention to detail and accuracy.
• Excellent verbal, written, and interpersonal communication skills.
• Ability to manage multiple priorities, meet deadlines, and perform effectively under pressure.
• Proven ability to work independently while collaborating across teams.
• Strong customer service mindset and relationship-building skills.
• Ability to maintain confidentiality and exercise sound judgment with sensitive information.
• Professional presence and confidence when interacting with executives and stakeholders.

Responsabilidades

• Manage complex calendars, scheduling, and meeting coordination. Complete timesheet submissions.
• Coordinate travel arrangements, expense reporting, and other related administrative activities.
• Prepare and file regulatory and legal documents across jurisdictions for the legal team.
• Prepare, edit, and format presentations, reports, and business documents.
• Support meeting planning and execution, including logistics and follow-up actions.
• Screen and prioritize communications and information requests.
• Collect and prepare information for department leadership.
• Provide on-site administrative and event support as needed.
• Collaborate with outside counsel and manage invoice review and matter processes.
• Order office supplies, handle facility requests, and support onboarding.
• Partner with other admins and stakeholders; anticipate executive needs.
• Support special projects and implement process improvements.

Conocimientos

Calendar management

Travel coordination

Presentations

Communication skills

Confidentiality

Problem solving

Independent work

Interpersonal skills

Attention to detail

Herramientas

Microsoft Office Suite

PowerPoint

Excel

Outlook

Descripción del empleo

This role will be 100% onsite so they must be local to Akron, OH SASS Testing will be required

Position Summary

The Legal Department Executive Assistant provides high-level administrative and operational support to the legal team, including senior leadership. This role helps drive organizational effectiveness through continuous improvement, operational excellence, collaboration, and professional communication. This role manages team schedules, coordinates meetings and travel, prepares business materials, and handles confidential information with discretion. The ideal candidate is a forward-thinking professional who thrives in a fast-paced environment, anticipates needs, and consistently delivers high-quality results.

Working Hours

In-office coverage is required from 8:00 a.m. to 5:00 p.m. daily, with a 1-hour break. Legal Administrative Assistants will rotate coverage to ensure the office remains staffed during business hours.

Key Responsibilities

• Manage complex calendars, scheduling, and meeting coordination. Complete timesheet submissions.
• Coordinate travel arrangements, expense reporting, and other related administrative activities.
• Prepare and file regulatory and legal documents across multiple jurisdictions on behalf of the legal team.
• Prepare, edit, and format presentations, reports, correspondence, and other business documents.
• Support meeting planning and execution, including logistics, agendas, materials, and follow-up actions.
• Screen, distribute, and prioritize communications, mail, and information requests.
• Collect, organize, and prepare information for department leadership.
• Provide on-site administrative and event support as needed.
• Collaborate with outside counsel, ensure accuracy throughout invoice review and matter management processes.
• Order office supplies, manage facility requests, and support new hire onboarding.
• Partner effectively with other administrative professionals and business stakeholders.
• Anticipate executive needs, identify priorities, and proactively resolve issues.
• Support special projects and additional responsibilities as assigned.
• Recommend and implement process improvements to enhance efficiency and effectiveness.

Qualifications

• Minimum of 10 years of administrative or executive support experience, including support of senior leadership or C-suite executives.
• Advanced proficiency in Microsoft Office Suite with the ability to create professional presentations, reports, and communications.
• Exceptional organizational skills with strong attention to detail and accuracy.
• Excellent verbal, written, and interpersonal communication skills.
• Ability to manage multiple priorities, meet deadlines, and perform effectively under pressure.
• Proven ability to work independently while collaborating effectively across teams.
• Strong customer service mindset and relationship-building skills.
• Ability to maintain confidentiality and exercise sound judgment in handling sensitive information.
• Demonstrated problem-solving skills, initiative, and commitment to continuous improvement.
• Professional presence and confidence interacting with executives, Board members, employees, customers, and external partners.

Key Competencies

• Integrity and ethical conduct
• Accountability and ownership
• Collaboration and teamwork
• Proactive and forward-thinking mindset
• Adaptability and flexibility
• Professionalism and discretion
• Strong customer focus
• Multitasking and prioritization
• Initiative and continuous learning
• Results orientation and attention to detail
• Effective communication and relationship management
• Independent judgment and decision-making

This role requires a highly organized, resourceful professional who can anticipate needs, adapt to changing priorities, and serve as a trusted partner to the Legal Team.

EEO

“Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.”