Executive Assistant

Certum Legal Solutions; New York (NY); Hybrid; USD 75,000 - 90,000; Full time

Benefits offered by this job

Competitive salary

Medical, dental, and vision insurance

401(k) with employer matching

On-site with hybrid schedule

Discretionary bonus

Collaborative environment

Job summary

Certum Legal Solutions seeks an organized Executive Assistant to provide high-level administrative support to the executive team. You will manage four executives' calendars, coordinate travel, prepare meetings, and handle confidential information with discretion.

The role requires strong communication, project coordination, and proficiency with Outlook, Zoom, Teams, and modern PM tools. On-site with flexible hybrid scheduling, competitive compensation, and benefits are offered.

Qualifications

• Minimum 5+ years as an Executive Assistant supporting multiple senior executives.
• Bachelor's degree or equivalent professional experience preferred.
• Strong written and verbal communication skills with discretion.
• Proven ability to manage competing priorities and confidentiality.
• Proficiency with Microsoft Office and collaboration tools (Outlook, Zoom, Teams).
• Experience with project management software and AI tools a plus.

Responsibilities

• Manage complex calendars for four executives and resolve scheduling conflicts.
• Coordinate travel itineraries, accommodations, and expense reporting.
• Plan meetings with agendas, materials, and logistics.
• Serve as primary contact between executives, staff, clients, and partners.
• Draft, proofread, and format correspondence and reports.
• Track deliverables and deadlines across multiple executives.
• Handle confidential information with the utmost discretion.
• Process expense reports, invoices, and approvals timely.
• Coordinate cross-functionally to align leadership priorities.
• Support special projects for the executive team.

Skills

Executive support

Calendar management

Communication

Discretion

Time management

Organizational skills

Stakeholder coordination

Education

Bachelor's degree preferred or equivalent professional experience

Tools

Outlook

Zoom

Teams

Airtable

Asana

Claude

ChatGPT

Gemini

Job description

Certum Legal Solutions (CLS) is a pioneering legal managed services organization (MSO) that supports mass-tort and single-event personal injury law firms. We provide the operational infrastructure, technology, and back-office solutions that allow the firms on our platform to grow and scale while focusing on delivering industry-leading results for their clients.

ABOUT THE ROLE

We're looking for a highly organized, discreet, and proactive Executive Assistant to provide high-level administrative support to CLS's executive team. This role requires the ability to manage competing priorities across multiple senior stakeholders, exercise sound judgment with confidential information, and serve as a trusted point of coordination between the executive team, staff, and outside parties. The ideal candidate thrives in a fast-paced environment, anticipates needs before being asked, and brings professionalism and precision to every interaction.

KEY RESPONSIBILITIES

• Manage complex, frequently changing calendars for four executives, proactively resolving scheduling conflicts and prioritizing time based on business needs
• Coordinate travel arrangements, including itineraries, accommodations, and expense reporting
• Plan and organize meetings, including agendas, materials, room logistics, and follow-up action items
• Serve as a primary point of contact between the executives and internal staff, clients, and external partners, screening and prioritizing communications
• Draft, proofread, and format correspondence, reports, presentations, and other documents on behalf of the executive team
• Track and follow up on deliverables and deadlines across multiple executives to ensure nothing falls through the cracks
• Handle sensitive and confidential information (personnel, legal, and client matters) with the utmost discretion
• Process expense reports, invoices, and administrative approvals in a timely manner
• Coordinate cross-functionally with other assistants and departments to align schedules and priorities across the leadership team
• Support special projects and initiatives as assigned by any of the supported executives

QUALIFICATIONS

• 5+ years of experience as an Executive Assistant, ideally supporting multiple senior executives simultaneously
• Bachelor's degree preferred or equivalent professional experience
• Exceptional written and verbal communication skills
• Proven ability to manage competing priorities and shifting demands from multiple stakeholders with composure
• High degree of discretion, integrity, and sound judgment when handling confidential information
• Strong proficiency with Microsoft Office suite, scheduling/collaboration tools (e.g., Outlook, Zoom, Teams), project management software (e.g., Airtable, Asana), and AI tools (e.g., Claude, ChatGPT, Gemini)
• Excellent organizational and time management skills and meticulous attention to detail
• Prior experience in a legal or professional services environment is a plus, but not required

WHAT WE OFFER

• Competitive salary and benefits package
• A collaborative, fast-moving environment supporting senior leadership
• Opportunity to build deep working relationships across the executive team

PAY RANGE AND COMPENSATION PACKAGE

• Base Salary: $75,000 - $90,000 per year, based on experience and skill set
• Discretionary performance-based bonus
• Medical, dental, and vision insurance
• 401(k) eligibility upon start with employer matching
• On-site position with flexible hybrid work schedule

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

Certum Legal Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, national origin, ancestry, age, marital status, civil union status, domestic partnership status, disability, atypical hereditary cellular or blood trait, genetic information, veteran status, affectional or sexual orientation, gender identity or expression, or any other characteristic protected by applicable law.