Executive Assistant, Legal

Velocity Clinical Research; Durham (NC); On-site; USD 60,000 - 80,000; Full time

Job summary

Velocity Clinical Research in Durham, NC is looking for an Executive Assistant – Legal to provide high-level administrative support to the General Counsel and Legal Department. This role is crucial for managing legal operations and communications.

Key responsibilities include managing sensitive information, supporting contract administration, and assisting with compliance activities. Candidates should have 4-6 years of executive administrative experience, with strong organizational skills and the ability to work independently.

Qualifications

• Exceptional organizational, time-management, and prioritization skills with strong attention to detail.
• Demonstrated ability to handle highly confidential and sensitive information.
• Proven ability to manage multiple projects simultaneously while meeting deadlines.

Responsibilities

• Provide high-level administrative support including calendar management.
• Support day-to-day operations of the Legal Department and manage document organization.
• Assist with contract administration and compliance activities.

Skills

Exceptional organizational skills

Excellent written and verbal communication

Demonstrated ability to handle confidential information

Strong interpersonal skills

Proactive and self-directed work style

Advanced proficiency in Microsoft Office

Ability to manage multiple projects

High level of professionalism

Education

Associate or bachelor’s degree

Minimum of four to six years of experience

Tools

Microsoft Office

Adobe Acrobat Pro

document management systems

project management tools

Job description

Overview

Job Summary:

The Executive Assistant – Legal provides high-level, confidential administrative and operational support to the General Counsel and Legal Department. This role is critical to the effectiveness of the legal function and requires sound judgment, discretion, strong organizational skills, and the ability to manage competing priorities in a fast-paced, highly regulated environment.

The Executive Assistant serves as a trusted partner to the General Counsel, enabling efficient management of legal operations, communications, documentation, compliance initiatives, and departmental workflows. The position supports corporate governance activities, contract administration, regulatory and compliance efforts, risk management initiatives, and coordination with external counsel and internal business stakeholders across the enterprise.

Responsibilities

• Executive & Administrative Support
  • Provide proactive, high-level administrative support to the General Counsel, including calendar management, meeting coordination, expense reporting, and travel planning.
  • Prepare agendas, presentations, briefing materials, correspondence, and meeting minutes for executive, board, and committee meetings.
  • Serve as a liaison between the General Counsel and internal executives, department leaders, and external stakeholders.
  • Manage sensitive and confidential information with the highest level of discretion and professionalism.
• Legal Operations & Departmental Support
  • Support day-to-day operations of the Legal Department, ensuring efficient workflows, document organization, and information management.
  • Maintain legal files, records, databases, and document management systems in accordance with retention policies and compliance requirements.
  • Track deadlines, action items, and departmental priorities; provide status updates and reminders to ensure timely completion.
  • Coordinate department-wide initiatives, meetings, and training sessions.
• Contract & Compliance Support
  • Assist with contract administration, including distribution, tracking, renewals, terminations, and maintenance of contract repositories.
  • Revise, format, and process routine agreements and ancillary legal documents using approved templates and guidelines.
  • Support regulatory, corporate, and industry-specific compliance activities, including documentation, audits, and reporting requirements.
  • Assist with due diligence efforts related to acquisitions, partnerships, real estate matters, and other corporate transactions.
• Risk Management & Corporate Governance
  • Support legal and risk management initiatives, including insurance documentation, risk mitigation programs, and asset protection efforts.
  • Assist with corporate governance activities such as board and committee support, entity management, and maintenance of corporate records.
  • Coordinate communications and information requests with outside counsel, insurers, consultants, vendors, and agents.
• Collaboration & Process Improvement
  • Partner with the General Counsel and Legal Team to identify and implement process improvements, operational efficiencies, and best practices.
  • Support development and maintenance of legal department policies, procedures, and playbooks.
  • Maintain strong collaboration with remote-based legal team members and business partners across multiple time zones.
• Any other duties as assigned.

Qualifications

Required Skills/Abilities:

• Exceptional organizational, time-management, and prioritization skills with strong attention to detail.
• Excellent written and verbal communication skills, with the ability to produce polished, professional materials.
• Demonstrated ability to handle highly confidential and sensitive information with sound judgment and discretion.
• Strong interpersonal skills and ability to interact effectively with executives, attorneys, and cross-functional partners.
• Proactive, self-directed work style with the ability to anticipate needs and operate independently.
• Proven ability to manage multiple projects simultaneously while meeting deadlines.
• High level of professionalism, integrity, and accountability.
• Advanced proficiency in Microsoft Office and collaboration tools, including Word, Excel, PowerPoint, Outlook, Teams, SharePoint, Adobe Acrobat Pro, and document management systems; experience with project management tools preferred.
• Flexibility to adjust work schedule as needed to meet business demands, including occasional evening or weekend support.
• Primary job functions will be delivered from in-office at corporate headquarters in Durham, NC.
• Notary Public Certification in North Carolina (or ability to become certified within 3 months of employment).

Education and Experience:

• Associate or bachelor’s degree preferred.
• Minimum of four (4) to six (6) years of executive assistant or senior administrative experience, preferably supporting a General Counsel, executive leadership team, or legal department.
• Prior experience in a corporate legal department or law firm environment required.
• Experience supporting contract administration (including use of central contract database), corporate compliance, governance, or transactional matters preferred.
• Healthcare, life sciences, or clinical research industry experience is a plus.

Travel Requirements

• Occasional travel required for company, board, or departmental meetings (less than 10%), which may include multi-day or out-of-week travel.

NOTE: The above Job Description is intended to communicate the general function of the mentioned position and by no means should be considered an exhaustive or complete outline of the specific tasks and functions that will be required. Additionally, specific tasks and duties of the position are subject to change as the Company, the department and circumstances change. All employees are expected to perform their duties within their ability as required by the job and/or as requested by management.

The Company is an equal opportunity employer and is committed to creating an inclusive and diverse workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity or expression, age, national origin, disability, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.