Executive Administration Assistant

Hillpointe•Winter Park, FL

About The Position

We are seeking an experienced Executive Administrative Assistant to provide comprehensive support to our legal team. This position is a great opportunity for a skilled administrative professional with a strong legal background to join a dynamic in-house law team. If you thrive in a challenging legal environment and excel at supporting high-caliber legal professionals, we encourage you to apply.

Requirements

2-8 years of experience in a legal administrative role, ideally within a transactional law firm or corporate legal department.
Bachelor’s degree in Legal Studies, Business Administration, or a related field preferred.
Legal Assistant or Paralegal Certification is highly desirable.
Exceptional written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with legal document management software.
Strong organizational skills with a keen eye for detail.
Ability to prioritize tasks, manage multiple deadlines, and adapt to changing priorities.
Proven ability to work independently as well as part of a collaborative team environment.

Responsibilities

Provide dedicated administrative support to transactional attorneys, ensuring smooth day-to-day operations in a fast-paced legal environment.
Manage calendars, schedule appointments, and coordinate meetings - paying special attention to critical contract deadlines and filing dates.
Draft, review, and edit a variety of legal documents including contracts, agreements, memos, and correspondence.
Organize, maintain, and update legal files, databases, and electronic document management systems.
Manage the intake and setup process for new transactions, including organizing due diligence files and setting up secure project folders.
Act as a liaison between attorneys, clients, vendors, and regulatory agencies; coordinate logistics for meetings, depositions, and closings.
Handle incoming phone calls, emails, and legal correspondence, ensuring timely responses and follow-ups.
Assist in preparing and distributing meeting agendas and taking detailed minutes during legal meetings and client consultations.
Conduct preliminary legal research and compile summaries for internal review and client presentations.
Review agreements and documentation to verify accurate entity details and signatory information, supporting compliance with legal standards.
Assist with the preparation of application packages for filings with City/County/agency bodies.
Maintain project trackers and checklists to monitor progress, ensuring all transactional deadlines and compliance requirements are met.
Handle sensitive and confidential information with utmost discretion.
Collaborate with the firm's Accounts Payable department to coordinate the processing of legal fees and related expenditures.