Senior Administrative Assistant – Legal

Jobtailor; Houston (TX); On-site; USD 65,000 - 90,000; Full time

Job summary

Jobtailor is seeking an experienced Executive Assistant to provide comprehensive administrative support to the Vice Presidents of Communications and Public Affairs and Chief Compliance Officer. The role manages calendars, coordinates across time zones, and safeguards priority work time while liaising with senior leaders.

Responsibilities include arranging domestic and international travel, supporting budgets and expense reconciliation, maintaining documents and team sites, and coordinating

Qualifications

• Strong written communication, proofreading, and presentation support skills.
• Ability to manage multiple calendars, deadlines, and stakeholders simultaneously.
• Flexibility and willingness to support a wide range of administrative responsibilities, including occasional work outside normal business hours for onsite meetings and events.

Responsibilities

• Provide comprehensive administrative support to the Vice President, Communications and Public Affairs and Vice President, Chief Compliance Officer
• Manage calendars and schedules, resolve conflicts, coordinate across time zones, and protect priority work time
• Coordinate leadership meetings, staff meetings, team events, offsites, executive visits, and other engagements
• Review and coordinate briefing materials, presentations, correspondence, meeting agendas, and executive communications
• Arrange domestic and international business travel, coordinate changes, and complete monthly expense reconciliation
• Support budget and expense management, including invoice processing, purchase-related requests, and financial records
• Maintain document storage systems, team sites, shared mailboxes, distribution lists, and records
• Support Microsoft Office, Teams, Webex, approved AI-enabled tools, and other workflow systems
• Coordinate office operations and resolve or elevate facilities, maintenance, IT, and meeting support needs
• Establish and reinforce administrative processes across supported departments
• Handle confidential information with discretion and professionalism
• Perform special projects and additional responsibilities as assigned

Skills

Interpersonal Skills

Organizational Skills

Attention to Detail

Problem-Solving

Adaptability

Education

High School Diploma

GED Equivalent

Tools

Microsoft Office

Advanced Excel

PowerPoint

Virtual Meeting Platforms

Budget Management

Expense Reconciliation

Document Storage Systems

Meeting Coordination

Travel Arrangement

Confidential Information Handling

Job description

• Provide comprehensive administrative support to the Vice President, Communications and Public Affairs and Vice President, Chief Compliance Officer
• Manage calendars and schedules, resolve conflicts, coordinate across time zones, and protect priority work time
• Coordinate leadership meetings, staff meetings, team events, offsites, executive visits, and other engagements
• Review and coordinate briefing materials, presentations, correspondence, meeting agendas, and executive communications
• Arrange domestic and international business travel, coordinate changes, and complete monthly expense reconciliation
• Support budget and expense management, including invoice processing, purchase-related requests, and financial records
• Maintain document storage systems, team sites, shared mailboxes, distribution lists, and records
• Support Microsoft Office, Teams, Webex, approved AI-enabled tools, and other workflow systems
• Coordinate office operations and resolve or elevate facilities, maintenance, IT, and meeting support needs
• Establish and reinforce administrative processes across supported departments
• Handle confidential information with discretion and professionalism
• Perform special projects and additional responsibilities as assigned

Requirements

• Legally authorized to work in the United States
• High school diploma or GED equivalent
• 5 or more years of experience supporting senior executives, executive offices, or leadership teams
• Proficiency with Microsoft Office applications and virtual meeting platforms such as Teams and Webex
• Strong written communication, proofreading, and presentation support skills
• Ability to manage multiple calendars, deadlines, and stakeholders simultaneously
• Ability to travel two to three times per year, or as needed, to support onsite meetings and events
• Experience coordinating executive meetings, events and visitor logistics
• Ability to manage multiple priorities in a fast-paced, high visibility environment
• Ability to anticipate needs and adapt quickly to changing circumstances
• Advanced Excel and PowerPoint experience
• Understanding of and adaptability to digital technology and evolving ways of working
• Flexibility and willingness to support a wide range of administrative responsibilities, including occasional work outside normal business hours for onsite meetings and events
• Strong interpersonal, organizational, and attention-to-detail skills
• Ability to proactively solve problems, exercise sound judgment, and deliver results
• Candidates for regular U.S. positions must be a U.S. citizen or national, permanent resident, refugee, asylee, or temporary resident under 8 U.S.C. 1160(a) or 1255(a)(1)
• Individuals with temporary visas such as E, F-1, H-1, H-2, L, B, J, or TN, or who need sponsorship for work authorization now or in the future, are not eligible for hire

Core Competencies

Demonstrates strong administrative support capabilities, including proficiency in Microsoft Office and virtual meeting platforms, while effectively managing executive schedules and communications. Exhibits exceptional organizational skills and attention to detail in coordinating meetings, travel, and budget management.

Highest-signal resume keywords

• Executive Support Experience
• Microsoft Office Proficiency
• Calendar Management
• Strong Written Communication
• Event Coordination

Hard Skills

• Microsoft Office
• Advanced Excel
• PowerPoint
• Virtual Meeting Platforms
• Budget Management
• Expense Reconciliation
• Document Storage Systems
• Meeting Coordination
• Travel Arrangement
• Confidential Information Handling

Soft Skills

• Interpersonal Skills
• Organizational Skills
• Attention to Detail
• Problem-Solving
• Adaptability

Certifications & Qualifications

• High School Diploma
• GED Equivalent

Industry Keywords

• Administrative Support
• Executive Offices
• Leadership Teams
• Confidentiality
• Fast-Paced Environment

Tools & Technologies

• Microsoft Teams
• Webex
• AI-Enabled Tools
• Workflow Systems