Senior Paralegal & Executive Assistant

Cinqcare • Washington, WA

13d • Onsite

About The Position

This position supports CINQCARE's legal, compliance, contracting and external affairs team which is comprised of five senior employees. The position also provides administrative support primarily to the Chief Legal, Compliance and External Affairs Officer (the “CLO”). The role blends three kinds of work: (i) paralegal-level support in an in-house legal department — drafting and editing documents and communications, document and file management, meeting notes, contract management, and project management; (ii) compliance support — assisting with investigations, taking notes and providing support for compliance committees, background checks, managing compliance filings, and developing filing systems; and (iii) executive administrative support — proactive calendar management, travel coordination, and building the systems that keep a fast-moving team organized. The person in this role will keep the CLO organized and ahead of commitments, track projects and deadlines across the team, read and organize legal documents and electronic files, manage compliance processes, and make sure nothing slips. Just as important, they will create the systems the department runs on — trackers, filing conventions, checklists, and recurring routines — rather than waiting for a process to be handed to them. They will work closely with team members while managing their own workload without constant direction. Strong reading and writing skills are required, as is the ability to work through a dense document and pull-out what matters. The person should be a self-starter who works independently within a team. Because this role sits at the center of the company's most sensitive matters — including privileged, personnel, and pre-decisional information — absolute discretion is essential, and the individual must be comfortable holding confidences and not discussing the details of their work, even internally. This role reflects CINQCARE's core values: Trusted, Empathetic, Committed, Humble, Creative, and Community-Minded.

Requirements

• Bachelor's degree with 5+ years of relevant experience, or 10+ years of relevant experience in lieu of a degree.
• Prior experience working within a legal or compliance organization — an in-house legal or compliance department, a law firm, a regulatory or enforcement agency, or a comparable setting — including paralegal-level work and a working command of legal terminology and document conventions.
• Experience directly supporting a senior executive or attorney, including owning a calendar, coordinating travel, and handling confidential material with discretion.
• The ability to read legal and regulatory documents and pull out what matters.
• Some familiarity with how formal reviews or audits work — what gets reviewed, what records are needed, and how findings get resolved.
• Excellent Microsoft Office skills, including strong Excel skills for building and managing trackers and audit tools, and experience preparing PowerPoint decks and clean presentations.
• Proficiency in Microsoft Word, including the ability to draft and edit documents with accuracy and attention to detail.
• Comfortable working across the Microsoft 365 ecosystem (SharePoint, Teams, Outlook, Planner).
• You should be able to take something complicated and explain it simply.
• The ability to manage your own workload, set priorities, and follow through without being reminded.
• Excellent written and verbal communication skills.
• Understands and maintains extreme confidentiality around sensitive legal and compliance matters.
• A strong sense of urgency paired with a proactive, self-starting nature.
• Good judgment, trustworthy and discreet, with a strong sense of integrity around sensitive information, and a genuine commitment to CINQCARE's mission.

Nice To Haves

• Background in a regulated industry, or supporting a legal or compliance team is preferential.
• Experience helping lawyers, writing regulatory summaries, or managing grant reporting are helpful examples.

Responsibilities

• Document review and resolution: Read and organize legal documents, contracts, and regulatory filings. Identify key dates, obligations, and anything that needs attention. Resolve items as needed.
• Contracting and file management: Support the contracting process from drafting through execution, and maintain organized, accurate legal and compliance files and records.
• Meetings and follow-through: Attend legal and cross-functional meetings, take clear notes, and convert discussion into tracked action items with owners and due dates.
• Signature and execution support: Route documents for signature, track execution status, and maintain the executed-contract repository.
• Coordination: Work with colleagues across the company to move items forward.
• Systems and documentation: Design and improve how the department works — write clear procedures, templates, checklists, and naming and filing conventions so the team's work is consistent, easy to repeat, and easy to hand off.
• Independent work: Take on assignments and see them through with little supervision, while knowing when to ask for guidance or escalate a problem.
• Project tracking: Keep projects on track — managing timelines, following up on open items, and flagging anything that's at risk of falling behind.
• Conduct and track background checks, including OIG exclusion screening.
• Track and update contractor verification status using SimpliVerified, including monthly follow-ups to close out open items.
• Support internal investigations, audits and compliance audits — gathering records, tracking what's been resolved, and keeping the paperwork in order.
• Create and manage audit tracking tools, and build and maintain trackers, calendars, and dashboards that give the team a clear picture of where things stand.
• Prepare and manage compliance filings, tracking submission deadlines and maintaining a complete filing record.
• Write status updates and reporting for compliance reviews and audits.
• Own the Chief Legal, Compliance and External Affairs Officer's calendar, managing it intentionally and strategically — protecting time for priority work, resolving competing requests, scheduling confidential and highly urgent meetings, and absorbing frequent last-minute changes without dropping anything.
• Keep the CLO organized and prepared: maintain a running list of priorities, commitments, and open items; provide daily and weekly look-aheads; assemble materials and background in advance of meetings; and follow up on delegated items until they are closed.
• Serve as a trusted point of contact for internal and external parties on the CLO's behalf, exercising judgment about what needs the CLO's attention, what can be redirected, and what can wait.
• Manage travel arrangements and meeting logistics, including booking airfare, securing lodging, ground transportation and meals, preparing daily agendas, and completing expense reports.
• Handle highly confidential correspondence, files, and information with discretion, including privileged, personnel, and pre-decisional materials.
• Coordinate departmental rhythms — recurring team meetings, agendas, deadline calendars, and status reporting — and build the tools that keep them running.

Benefits

• Medical Plans: Two comprehensive options offered to Team members.
• 401K: 4% employer match for your future.
• Dental & Vision: Flexible plans with in-network savings.
• Paid Time Off: Generous PTO, holidays, and wellness time.
• Pet insurance, commuter benefits, mileage reimbursement, CME for providers, and company-provided phones for field staff.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior