Executive Assistant

Carolina Legal Staffing; Bethesda (MD); On-site; USD 60,000 - 82,000; Full time

Job summary

Carolina Legal Staffing is seeking an Executive Assistant to deliver executive-level administrative and operational support to one or more department leaders and their teams. You will manage calendars, coordinate meetings and travel, draft communications, and help ensure day-to-day priorities run smoothly.

The role requires strong organization, discretion, and the ability to handle multiple priorities with minimal supervision.

Qualifications

• Prior experience supporting senior leaders or executives.
• Strong organizational, communication, and time-management skills.
• Ability to manage multiple priorities with minimal supervision.
• Demonstrated professionalism, discretion, and attention to detail.

Responsibilities

• Manage complex executive calendars, including scheduling and prioritizing meetings.
• Coordinate internal and external meetings, conference calls, and virtual events.
• Draft, proofread, and distribute professional correspondence.
• Coordinate business travel arrangements, including transportation, lodging, and itineraries.
• Prepare reports, presentations, spreadsheets, and other business documents.
• Maintain filing systems and organizational records.
• Support onboarding activities, logistics planning, and department initiatives as assigned.
• Coordinate office logistics, supplies, and space-related requests.
• Assist with special projects and administrative initiatives.
• Track deliverables, timelines, and follow-up items.
• Timely and accurate calendar management.
• Professional and responsive communication support.
• Accurate processing of travel and expense activities.
• Effective execution of assigned administrative and operational tasks.

Skills

Executive support

Calendar management

Communication

Time management

Discretion

Project coordination

Job description

Carolina Legal Staffing is looking for an Executive Assistant to provide executive-level administrative and operational support to one or more department leaders and their teams. This role is responsible for managing calendars, coordinating meetings and travel, supporting communications, handling administrative operations, and ensuring seamless day-to-day execution of business priorities.

Key Responsibilities

Calendar and Meeting Management

• Manage complex executive calendars, including scheduling and prioritizing meetings.
• Coordinate internal and external meetings, conference calls, and virtual events.
• Resolve scheduling conflicts and ensure alignment with business priorities.
• Prepare meeting materials, agendas, and supporting documentation as needed.

Communication Support

• Monitor and manage executive inboxes, as assigned.
• Draft, proofread, and distribute professional correspondence.
• Serve as a liaison between executives, staff, and external stakeholders.
• Track and follow up on action items, requests, and deadlines.

Travel and Expense Management

• Coordinate business travel arrangements, including transportation, lodging, and itineraries.
• Prepare and submit expense reports in accordance with company policies.
• Maintain records and supporting documentation for travel-related expenses.

Administrative Operations

• Prepare reports, presentations, spreadsheets, and other business documents.
• Maintain filing systems and organizational records.
• Support onboarding activities, logistics planning, and department initiatives as assigned.
• Coordinate office logistics, supplies, and space-related requests.

Project and Team Support

• Assist with special projects and administrative initiatives.
• Track deliverables, timelines, and follow-up items.
• Support department meetings, events, and leadership activities.
• Collaborate with administrative staff and business partners to ensure seamless coverage and support.
• Timely and accurate calendar management.
• Professional and responsive communication support.
• Well-organized meeting coordination and documentation.
• Accurate processing of travel and expense activities.
• Effective execution of assigned administrative and operational tasks.

Qualifications

• Prior experience supporting senior leaders or executives.
• Strong organizational, communication, and time-management skills.
• Ability to manage multiple priorities with minimal supervision.
• Demonstrated professionalism, discretion, and attention to detail.