Paralegal & Executive Assistant

Clasen Quality Chocolate (CQC) is a world-class manufacturer of chocolate and innovative coatings.  We have recently been awarded the Top Workplaces Award by the WI State Journal - No. 2 Large Employer and the Benefits Award. CQC has been growing double digits annually because of our flexibility, commitment, respect and integrity, and we are looking for quality individuals to join our team. Working for a family-owned company provides you with the opportunity to wear many different “hats,” make a difference every day, and have fun doing it! We are committed to being an Employer of Choice in Southern Wisconsin and offering our employees a variety of traditional and unconventional benefits.

We are currently accepting applications for a Paralegal & Executive Assistant at our Corporate Office on the East side of Madison, WI, ranked the “#1 Best Place to Live” by Livability.com.

This is a regular, part-time position that works 4 hours per day, Monday through Friday.  Exact schedule is flexible. This position reports to the President.

BENEFITS:

• 401(k) Match – up to 5% 
• Employee Appreciation Events
• Onsite fitness facility
• Free chocolate and coating! 

JOB SUMMARY:   This position provides high level legal and administrative support directly to the President. The primary purpose of this role is to review, organize, and manage legal documents, including contracts and agreements, while also supporting executive level administrative needs. This position requires exceptional attention to detail, sound judgment, discretion, and the ability to work independently in a confidential environment. 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties as assigned.

Legal & Paralegal Support (Primary Function) 

• Review, organize, and manage a wide variety of legal documents, including contracts, agreements, NDAs, and amendments. 
• Perform initial reviews of legal documents to identify key terms, deadlines, risks, and required followup. 
• Track contract status, expirations, renewals, and obligations; maintain accurate legal files and summaries. 
• Coordinate with internal stakeholders and external legal counsel regarding document revisions and approvals. 
• Assist with preparation, proofreading, and formatting of legal documents and correspondence. 
• Support compliance efforts by maintaining organized, auditable legal records. 
• Handle sensitive and confidential legal information with the highest level of discretion. 

Executive Assistant Support 

• Provide administrative support to the President, including meeting preparation and document management 
• Prepare agendas, meeting materials, and followup documentation as needed 
• Manage executive correspondence, ensuring professionalism and confidentiality 
• Assist with special projects and research as requested  
• Conduct general office duties such as photocopying, filing, scanning, entering data, creating and distributing paper and electronic documents. 
• Travel to pick up items, as needed.
• Maintain regular attendance at work, and work overtime as needed.
• Perform all tasks assigned by the supervisor, while following all company, safety, and quality policies and procedures.

QUALIFICATIONS:

EDUCATION/EXPERIENCE:

Required: 

• High school diploma or equivalent. 
• Associate’s degree or higher in Paralegal Studies, Legal Studies, Business Administration, or a related field. 
• Previous experience as a paralegal, legal assistant, or in a role with significant legal document review. 
• Strong understanding of contracts, legal terminology, and document management practices. 
• Advanced proficiency with Microsoft Office (Word, Outlook, Excel) and document management systems. 
• Must have a valid driver’s license. 

Preferred:

• Paralegal certification 
• Experience supporting senior executives or presidents 
• Experience working with outside legal counsel 
• Familiarity with contract lifecycle management 

SKILLS AND ABILITIES:

• Exceptional attention to detail and organizational skills 
• High level of professionalism, discretion, and integrity 
• Strong written and verbal communication skills 
• Positive, can-do attitude 
• Customer focused  
• Flexibility 
• Ability to multi-task 
• Dependability 

CQC is an Equal Opportunity Employer.  All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of disability, protected veteran status, race, color, religion, sex, national origin, sexual orientation, gender identity or any other characteristic protected by law.   

For more information, please visit our website at www.cqc.com

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