What are the responsibilities and job description for the Executive Assistant position at Carolina Legal Staffing?
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.
Executive support
- Manage complex calendars, appointments, and scheduling activities.
- Anticipate scheduling conflicts and proactively resolve issues.
- Perform calendar audits and maintain executive availability for strategic priorities.
Meeting management and coordination
- Coordinate internal and external meetings.
- Schedule meetings, reserve conference rooms, and coordinate virtual meeting arrangements.
- Prepare agendas, gather supporting materials, and distribute to participants ahead of the meeting.
- Coordinate catering, room setup, tech support, and visitor arrangements.
- Capture meeting notes and track follow-up actions as requested.
Travel management
- Coordinate domestic travel arrangements.
- Create detailed travel itineraries and maintain travel schedules.
- Anticipate travel issues and assist with itinerary adjustments.
- Support travel-related expense reconciliation and gathering of documentation.
Financial support
- Process expense reports and invoice submissions.
- Assist with vendor documentation and payment processing.
- Assist with office operations projects as assigned.
Department admin support
- Help with admin tasks such as courier mailings, mail processing, etc.
- Provide coverage and backup support for administrative functions as needed.
Qualifications
- 5 years of EA or senior administrative support experience.
- Experience supporting directors, vice presidents, attorneys, or other senior leaders.
- Demonstrated expertise in calendar management, meeting coordination, and executive support.
- Strong organizational and prioritization skills with the ability to manage multiple projects simultaneously.
- Advanced proficiency in Microsoft Outlook, Word, PowerPoint, Teams, and Excel.
- Experience coordinating travel and managing expense reports.
- Exceptional written and verbal communication skills.
- Ability to work independently with minimal supervision.
- Ability to manage confidential and sensitive information.