Executive Assistant

Role Overview

Carolina Legal Staffing is seeking a detail-oriented Executive Assistant to deliver high-level administrative and operational assistance to one or more departmental leaders and their teams. The successful candidate will expertly manage calendars, arrange meetings and travel, facilitate communications, oversee administrative functions, and ensure the seamless execution of daily business priorities.

Key Responsibilities

• Manage complex calendars with appointments and scheduling while anticipating and resolving conflicts proactively.
• Conduct calendar audits to maximize executive availability for priority initiatives.
• Arrange internal and external meetings including booking conference rooms and coordinating virtual setups.
• Prepare meeting agendas, compile necessary documents, and distribute materials to participants in advance.
• Handle meeting logistics such as catering, technology support, room setup, and visitor coordination.
• Record meeting minutes and monitor follow-up tasks as directed.
• Organize domestic travel plans, create comprehensive itineraries, and maintain travel schedules.
• Address travel-related challenges by assisting with itinerary modifications.
• Support travel expense reconciliations and compile required documentation.
• Manage financial tasks including expense report processing, invoice submissions, and vendor payment assistance.
• Support office operations projects and administrative duties like mail processing and courier coordination.
• Provide backup support for administrative responsibilities as needed.

Qualifications

• Over five years of experience providing executive assistant or senior administrative support, ideally to senior leaders such as directors, vice presidents, or attorneys.
• Strong expertise in calendar management, meeting coordination, and overall executive support.
• Exceptional organizational skills and the ability to juggle multiple projects concurrently.
• Advanced skills in Microsoft Outlook, Word, PowerPoint, Teams, and Excel.
• Proven experience managing travel arrangements and expense reports.
• Excellent verbal and written communication capabilities.
• Proven ability to work independently with minimal oversight.
• Discretion in handling confidential and sensitive information.