Executive Assistant

About Certum Legal Solutions

Certum Legal Solutions (CLS) is a forward-thinking legal managed services organization that supports law firms specializing in mass-tort and single-event personal injury cases. They offer operational infrastructure, advanced technology, and back-office services, enabling their partner firms to scale while focusing on delivering top-tier results for clients.

Role Overview

The Executive Assistant position involves providing comprehensive and high-level administrative support to the executive leadership. This role demands exceptional organizational skills, discretion, and the capability to juggle multiple priorities across senior stakeholders. The ideal candidate maintains professionalism, anticipates needs, and coordinates effectively between leadership, staff, and external contacts in a fast-paced environment.

Key Responsibilities

• Oversee and coordinate complex, frequently changing calendars for four executives, managing conflicts and prioritizing appointments according to business demands.
• Arrange and manage travel plans, including booking itineraries, accommodations, and handling expense reconciliations.
• Organize meetings by preparing agendas, managing materials, coordinating logistics, and tracking follow-up actions.
• Act as the main liaison between executives and internal teams, clients, and external partners by filtering and prioritizing communications.
• Prepare, edit, and format executive-level correspondence, reports, presentations, and other documents.
• Monitor and ensure timely completion of multiple deliverables and deadlines across executives.
• Handle sensitive personnel, legal, and client information with strict confidentiality and professionalism.
• Process expense reports, invoices, and administrative requests promptly.
• Collaborate cross-functionally with other assistants and departments to synchronize schedules and priorities within leadership.
• Contribute to special projects and initiatives as assigned by executive leadership.

Qualifications

• Minimum of five years experience as an Executive Assistant, preferably supporting multiple senior executives simultaneously.
• Bachelor's degree is preferred or equivalent professional experience.
• Outstanding written and verbal communication abilities.
• Demonstrated skill in managing competing priorities and fluctuating stakeholder demands with calmness and control.
• High integrity, discretion, and sound judgment in managing confidential information.
• Proficient in Microsoft Office suites, scheduling and collaboration platforms such as Outlook, Zoom, Teams, project management tools like Airtable and Asana, as well as AI tools including Claude, ChatGPT, and Gemini.
• Superior organizational capabilities and meticulous attention to detail.
• Experience in legal or professional services sectors is advantageous but not mandatory.

Compensation and Benefits

• Annual base salary ranging from 75000 to 90000 USD, commensurate with experience and competencies.
• Eligibility for discretionary performance bonuses.
• Medical, dental, and vision insurance coverage.
• Unlimited paid time off alongside official company holidays.
• 401(k) plan enrollment upon hire, including employer matching contributions.
• On-site role with a flexible hybrid work schedule.

Equal Employment Opportunity

Certum Legal Solutions is committed to equal opportunity employment. Candidates will be evaluated without regard to any legally protected characteristics including race, gender, religion, nationality, disability, or any other status protected by law.