Executive Personal Assistant and Paralegal

Position Title: Executive Personal Assistant and Paralegal Hybrid
Reports To: CEO / Company Attorney
Location: Salem, OR.
Schedule: Full-time, with flexibility based on household/company needs
FLSA Status: Exempt

Position Summary

We are seeking a highly organized, proactive, and experienced professional in a Hybrid position of an Executive Personal Assistant to the President/CEO of the company and Paralegal to the company attorney. The Personal Assistant aspect would work closely with the President’s Executive Assistant, with their primary focus on personal tasks, while also being able to transition into executive-level team support as needed. The Paralegal aspect of the position should have experience in business, real estate, and transactional law. This role requires both high-level administrative expertise and substantive legal support skills, combining executive support duties with legal operations and project coordination in complex transactional matters.

The ideal candidate is proactive and dependable while being adept at managing calendars, is detail-oriented, and comfortable managing a dynamic household environment, correspondence, and logistics while also possessing a working knowledge of entity formations, governance documents, real estate transactions, and financing deals. Candidate will track deadlines and deliverables, manage closing conditions, and coordinate effectively with internal and external partners including lenders, title/escrow companies, consultants, and clients.

Key Responsibilities

Personal Support and Lifestyle Management

• Coordinate household calendars, appointments, and daily schedules.
• Oversee home maintenance needs; schedule and supervise repair technicians, cleaners, and service providers.
• Maintain inventory of household supplies and handle restocking.
• Manage incoming and outgoing mail, packages, and deliveries.
• Organize household spaces, closets, storage, and digital files as needed.
• Run personal errands such as shopping, returns, deliveries, vehicle service, and more.
• Handle personal shopping (online and in-store) including gifts, décor, and specialty items.
• Arrange restaurant reservations, event tickets, and personal activities.
• Schedule personal health and wellness appointments, including medical visits, fitness trainers, spa treatments, and any other wellness activities
• Assist with holiday planning, family events, social events and special occasions.
• Provide support with family logistics, including school or childcare coordination if applicable.
• Manage quotes, contracts, and follow-ups for home projects.
• Serve as the main point of contact for landscaping, cleaning crews, maintenance teams, and other providers.

Travel & Lifestyle Logistics

• Arrange personal and family travel, including accommodations, transportation, and itinerary planning.
• Ensure the home and personal items are prepared for travel and return.
• Maintain travel preferences and profiles for consistency and comfort.

Executive Level Support

• Step in to provide executive-level support when needed, such as attending meetings, preparing reports, and handling executive-level correspondence in the absence of executive assistant.
• Collaborate with the executive assistant to ensure seamless communication and task management across both personal and professional responsibilities.
• Handle special projects, both personal and business-related, ensuring that deadlines are met and priorities are managed efficiently.

Paralegal and Transactional Support

• Act as the primary point of contact between the attorney and internal/external stakeholders.
• Manage a complex calendar including court dates, closings, meetings, travel, and deadlines.
• Draft, proofread, and edit correspondence, client communications, memos, and reports.
• Screen calls, emails, and requests; prioritize responses and flag items requiring attorney attention.
• Plan and coordinate logistics for client and internal meetings and prepare agendas and materials.
• Handle confidential and sensitive information with discretion.
• Assist with entity formations (LLCs, corporations, partnerships) including drafting and filing governing documents (operating agreements, bylaws, resolutions, consents, etc.).
• Prepare, review, and organize transactional documents related to business, real estate, and financing deals.
• Support contract lifecycle activities including drafting, redlining, tracking revisions, and consolidating inputs.
• Monitor closing conditions for real estate and financing transactions — prepare checklists and ensure conditions are satisfied.
• Coordinate and communicate with outside parties such as lenders, escrow/title companies, consultants, and other attorneys.
• Prepare closing binders, exhibits, and settlement deliverables.
• Maintain and organize legal files (digital and physical) in compliance with firm/office standards.
• Conduct legal research and gather due diligence documentation when needed.

Project & Deadline Management

• Track legal and administrative deadlines using docketing or practice management systems.
• Identify upcoming deliverables and dependencies, alert attorney and relevant team members in advance.
• Maintain workflow systems/tables to track multiple active transactions — updates, status reports, and next steps.

Client Service & Communications

• Serve as a client liaison for transactional matters — collecting documents, relaying updates, and coordinating schedules.
• Draft client engagement letters and assist with client onboarding file setup.
• Communicate professionally on behalf of the attorney with external parties.

Office & Administrative Duties

• Oversee billing entry and timekeeping for attorney and self.
• Manage office operations and administrative projects assigned.
• Coordinate vendor relationships and office supplies.

Required Knowledge, Skills & Abilities

• Proven experience as a personal assistant, executive assistant, or in a similar role providing high-level personal and administrative support.
• Strong organizational and multitasking skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
• Ability to adapt and switch between personal and executive- level tasks as needed.
• Proven experience supporting attorneys and legal matters, ideally in business, real estate, or transactional law.
• Ability to draft, assemble, and revise legal and business documents.
• Excellent organizational skills with a track record of managing competing deadlines and deliverables.
• Professional written and verbal communication at all levels.
• Proficiency with Microsoft Office suite, legal docketing software, document management systems, and basic familiarity with legal practice tools.
• Ability to exercise discretion and maintain confidentiality in sensitive matters.
• Comfortable working autonomously, and collaboratively when required.
• Notary Public- or ability to obtain upon hire

Preferred Experience

• Experience supporting transactional attorneys on real estate closings, financing transactions, or business deals.
• Comfort interacting with lenders, title/escrow agents, clients, and consultants.
• Familiarity with Oregon business filing procedures and local transactional norms.

Education & Experience

• Minimum: Bachelor’s degree or paralegal certification; OR equivalent combination of education and experience.
• Experience: 5 years supporting High Level Executives and/or Attorneys (paralegal and administrative), with transactional exposure strongly preferred.

Work Environment

• Fast-paced, deadline-driven professional services environment.
• Occasional attendance at closings or off-site meetings as needed.

Job Type: Full-time

Pay: $55,000.00 - $75,000.00 per year

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Work Location: In person

Salary : $55,000 - $75,000