Executive Operations Specialist

Position Summary:

The Executive Operations Specialist goes beyond traditional administrative support. You will act as a trusted partner to senior leadership, helping streamline operations, manage priorities, and ensure strategic initiatives move forward effectively. 

Job Duties:

• Manage executive calendars, schedules, and travel logistics. 
• Expert-level experience with Microsoft Office programs, particularly Excel.
• Prioritize and triage incoming requests, ensuring leaders are prepared with what they need in advance. 
• Maintain knowledge management systems, documentation, and confidential records. 
• Drive small-to-medium scale cross-functional projects on behalf of executives. 
• Track and manage initiatives, deadlines, and deliverables across the leadership team. 
• Develop processes that improve efficiency and collaboration. 
• Plan and execute leadership and cross-functional meetings, drafting agendas, preparing materials, and capturing key action items. 
• Support executive offsites, Sales Kick-Off meeting, Operations All-Hand meeting, investor meetings, and board prep in partnership with existing executive operations staff. 
• Coordinate senior leadership travel, accommodations, and logistics. 
• Build polished presentations, reports, and models to support decision-making. 
• Draft executive memos, talking points, and internal communications. 
• Support preparation of board and investor materials. 

Job Qualifications:

• 5 years of experience in executive support, business operations, consulting, or project coordination. 
• Advanced proficiency in Microsoft Office and/or Google Workspace (Excel/Sheets, PowerPoint/Slides). 
• Strong writing, communication, and presentation skills. 
• Proven ability to manage multiple priorities with discretion and confidentiality. 
• Analytical thinker with a detail-oriented, proactive, and solutions-driven mindset. 
• Comfortable in fast-paced, high-growth environments with shifting priorities.
• Organizational Mastery – ability to balance competing priorities and deadlines.
• Discretion & Judgment – trusted with highly sensitive information.
• Communication Excellence – clear, concise writing and strong interpersonal skills.
• Analytical Insight – ability to interpret data and present actionable insights.
• Adaptability – thrives in ambiguity and pivots quickly as executive needs evolve. 

Schedule/Location:

• Remote - FL, IL, MI, NV, NY, PA, TX, WV
• Schedule - Monday-Friday 8:00am-5:00pm EST

About First Legal:

We believe that diversity is integral to our success, and do not discriminate based on race, color, religion, age, or any other basis protected by law. 

First Legal is the first truly comprehensive File Thru Trial™ solutions firm. With over 17 offices across the United States, First Legal has been serving thousands of law firms and corporations for more than 30 years across our six divisions - Court & Process, Depositions, Discovery, Records, Digital and Investigations. Our success comes through our company culture of innovation and trust, commitment to quality service, and depth of industry knowledge. Our mission is to be the most dependable and trusted business partner for our clients by serving every aspect of the litigation workflow. First Legal partners with our clients on a national basis to achieve the most efficient litigation solutions for the betterment of our clients.