Executive Administrative Assistant

The Waterworks • Columbus, OH

6h

About The Position

Haven Services, LLC is seeking a highly trusted and detail-oriented Executive Administrative Assistant – Legal & Human Resources to provide executive-level administrative and operational support to the General Counsel, with a dotted-line partnership to the Vice President of Human Resources. This role serves as a critical connector between Legal and Human Resources, supporting sensitive legal, employee relations, risk, compliance, and workforce development matters while ensuring consistency, accountability, and professionalism across all Company locations. The ideal candidate demonstrates exceptional judgment, organizational excellence, and the ability to manage highly confidential information in a fast-paced, multi-site service organization.

Requirements

• Bachelor’s degree preferred; equivalent combination of education and executive-level administrative experience will be considered.
• Minimum of 5+ years of experience supporting senior executives, preferably within Legal, Human Resources, Risk Management, or a highly regulated environment.
• Proven ability to manage confidential and privileged information with discretion and professionalism.
• Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with document management, HRIS, claims, or apprenticeship systems preferred.
• Exceptional organizational, prioritization, and follow-through skills.
• Excellent written and verbal communication skills with executive-level presence.
• Ability to operate independently, exercise sound judgment, and manage multiple priorities in a dynamic environment.

Responsibilities

• Provide high-level administrative support to the General Counsel, including calendar management, meeting coordination, travel arrangements, expense reporting, and prioritization of legal workflows.
• Prepare, review, and manage executive correspondence, presentations, reports, agendas, and meeting minutes with precision and professionalism.
• Serve as a trusted gatekeeper for the General Counsel, managing sensitive communications, deadlines, and competing priorities.
• Maintain organized, audit-ready legal files, including contracts, agreements, litigation materials, regulatory correspondence, and privileged communications.
• Support Legal leadership in the administration and tracking of legal matters, claims, and compliance-related activities.
• Coordinate with external legal counsel, insurance partners, and internal stakeholders to support investigations, claims administration, and regulatory obligations.
• Assist with document preparation, execution, version control, and routing for signatures.
• Maintain strict confidentiality and uphold attorney–client privilege across all legal and employee-related matters.
• Provide administrative and coordination support for accident, property damage, and injury reporting across all Company locations.
• Assist in documenting determinations regarding whether incidents are reported to insurance carriers or handled in-house, ensuring that all incidents are reported, filed, and documented regardless of handling method.
• Maintain accurate and organized tracking of accident, injury, and property damage claims, including documentation, timelines, and claim status.
• Support claim filing, reporting, and follow-up activities in coordination with HR, Safety, Legal, and insurance partners.
• Partner with the Vice President of Human Resources on administrative support related to employee relations, investigations, compliance documentation, audits, and policy administration.
• Assist with the preparation of HR-related reports, presentations, and executive summaries.
• Maintain the secure handling of sensitive HR records in compliance with federal, state, and Company requirements.
• Provide centralized administrative support for the Company’s apprenticeship and workforce development programs, in partnership with Legal, Human Resources, and operational leadership.
• Manage and maintain all apprenticeship-related administrative paperwork, including enrollment forms, participation agreements, acknowledgments, and compliance documentation.
• Support compliance with applicable federal, state, and program-specific apprenticeship requirements by organizing documentation, tracking deadlines, and maintaining audit-ready records.
• Assist with the preparation, distribution, and tracking of apprenticeship communications, forms, and updates to internal stakeholders
• Support Legal and HR leadership in driving consistent processes, documentation standards, and communication practices across all Company locations.
• Assist with standardization of forms, templates, tracking tools, and reporting workflows.
• Serve as a centralized administrative resource to promote alignment, accountability, and compliance across sites.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 101-250 employees