What are the responsibilities and job description for the Executive Assistant/ Senior Administrative Professional position at Guidepost Solutions LLC?
Summary/Objective
We are seeking an experienced Executive Assistant to support senior leadership in a fast-paced, executive driven environment. This role sits at the intersection of executive and legal support and requires an individual who brings maturity, confidence, sound judgment, and discretion to their work.
The successful candidate is a seasoned, proactive self-starter with prior legal or law firm experience, exceptional organizational instincts, and the ability to remain calm and effective in a high expectation, dynamic setting. The candidate is comfortable working closely with executives, managing competing priorities, and communicating professionally with a wide range of sophisticated stakeholders, including attorneys, financial professionals, C-suite leaders, and high net worth individuals. The candidate is able to think ahead, anticipate needs, and handle sensitive and confidential information with the highest level of professionalism.
This role is best suited for someone who thrives in an in-person, executive centric environment and values the day to day rhythm of senior leadership.
Job Duties
Executive & Legal Support
- Serve as the primary administrative support for the Chairman and CCO, managing complex priorities, communications and confidential matters with discretion and sound judgement.
- Support legal and compliance initiatives, including document preparation, proofreading, version control, and the coordination of approvals.
- Prepare, review, and edit correspondence, agreements, presentations, and executive materials with a high degree of accuracy and professionalism.
- Maintain strict confidentiality when managing sensitive legal, personnel, and business information.
Calendar, Travel & Workflow Management
- Manage dynamic, frequently changing calendars with competing priorities and minimal notice.
- Coordinate complex domestic and international travel, including detailed itineraries and real-time adjustments.
- Serve as a gatekeeper for executive communications, prioritizing emails, calls, and meeting requests to ensure efficient decision-making and use of executive time.
Legal Operations & Administrative Excellence
- Provide administrative and operational support to legal and compliance functions, including engagement letters, proposals, invoices, expense reports, and timekeeping.
- Support compliance initiatives by assisting with documentation, tracking approvals, and maintaining audit‑ready records.
- Coordinate preparation for compliance reviews and external legal or regulatory engagements.
- Maintain organized electronic and physical filing systems for legal, executive and compliance records in accordance with company policies and regulatory requirements.
- Assist with records retention and information governance, including adherence to retention schedules, legal holds, and approved document destruction practices.
- Track contacts, matters, and business opportunities using CRM or internal systems.
Executive Partnership & Collaboration
- Anticipate executive needs and proactively address issues before they escalate.
- Collaborate closely with other executive assistants, legal staff, and operations teams.
- Provide backup support to senior administrative colleagues, as needed.
Competencies
- Professionalism & integrity
- Proactive problem solving, communication & collaboration
- Highly detail-oriented
- Resourceful with the ability to think outside of the box
- Technically proficient
- Advanced Communication (Written & Verbal)
- Ethical
Preferred Education and Experience
- Bachelor's degree and/or five (5) years of providing executive administrative level support.
- Strong technology aptitude, with the ability to quickly learn and effectively use new tools and systems; ability to assess and resolve technical difficulties in a high pressure environment.
- Advanced proficiency with Microsoft 365 and related productivity tools (e.g., Outlook, Teams, SharePoint, OneDrive, PowerPoint, Excel) to support executives and legal/compliance workflows.
- Prior experience in a law firm, legal department, or compliance-driven organization, a plus.
- Exceptional written communication, editing, and document management skills.
- Demonstrated ability to manage confidential information with discretion and integrity.
- Experience working in a very fast-paced environment with multiple competing priorities.
- Strong judgment and foresight in anticipating executive needs.
Position Type/Expected Hours of Work
This is a full-time position. Days and hours of work are generally Monday through Friday, 8:30 a.m. to 5:30 p.m. May occasionally require working additional hours or working outside regular business hours due to either last-minute schedule changes and/or urgent and important matters.
Physical Requirements
While performing the duties of this job, much of the work may be done sitting at a desk, using a computer, typing, handling phone calls, filing, and using office equipment such as l printers and copiers. The employee must occasionally lift or move office products and supplies, up to 20 pounds.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Salary Range
The base annual salary range offered for this position is based on numerous factors, including job-related skills and knowledge, experience, specific location, relevant education and/or training. In addition to the annual salary, we offer a full benefits package.
Guidepost Solutions is an Equal Opportunity Employer and does not discriminate based on race, color, religion, sex, national origin, age, disability, or genetic information or any other characteristic protected by law.
Salary : $95,000 - $110,000