Legal Assistant / Executive Administrative Assistant (Financial Services)

Legal Assistant / Executive Administrative Assistant (Financial Services)

Position Summary

We are seeking an experienced Legal Assistant to provide high-level administrative and operational support to our Legal team within a dynamic financial services environment. This role is ideal for a seasoned professional with a strong legal background who excels at executive support and thrives in a fast-paced, highly regulated industry.

The successful candidate will serve as a trusted partner to attorneys and senior legal leadership, managing complex calendars, coordinating domestic and international travel, processing expenses, supporting legal documentation, and ensuring the smooth day-to-day operations of the Legal department. This position requires exceptional organizational skills, discretion, sound judgment, and the ability to anticipate needs while managing multiple priorities.

Key Responsibilities

Executive & Administrative Support

• Manage complex and frequently changing calendars for attorneys and senior legal executives.
• Coordinate domestic and international travel, including flights, accommodations, ground transportation, and detailed itineraries.
• Prepare and reconcile expense reports in accordance with company policies.
• Schedule meetings across multiple time zones and coordinate conference rooms, video conferencing, and meeting logistics.
• Screen and prioritize communications, correspondence, and meeting requests.
• Prepare presentations, reports, agendas, and other business materials.
• Track action items, deadlines, and follow up to ensure timely completion.

Legal Support

• Draft, format, proofread, and manage legal correspondence and documentation.
• Maintain legal files, contracts, and confidential records using document management systems.
• Assist with contract administration, signature workflows, and document execution.
• Support corporate governance activities, including board materials and minute books, as needed.
• Conduct basic legal and regulatory research under attorney supervision.
• Coordinate with outside counsel and assist with legal invoice processing and matter tracking.

Department Operations

• Coordinate Legal department meetings, offsites, and team events.
• Support legal operations initiatives and process improvements.
• Assist with budgeting, vendor management, and departmental reporting.
• Build collaborative relationships across Legal, Compliance, Finance, HR, and Executive Leadership.
• Handle highly confidential and sensitive information with professionalism and discretion.

Qualifications

• 5+ years of experience as a Legal Assistant, Executive Assistant supporting Legal, or similar role, preferably within financial services, banking, asset management, private equity, or another regulated industry.
• Experience supporting attorneys, General Counsel, or senior legal executives in a corporate environment.
• Strong understanding of legal terminology, contracts, and corporate legal processes.
• Advanced proficiency with Microsoft Office Suite, particularly Outlook, Word, Excel, and PowerPoint.
• Experience with expense management systems, travel booking platforms, and legal document management systems.
• Outstanding organizational, communication, and multitasking skills.
• Exceptional attention to detail with the ability to manage competing priorities under tight deadlines.
• High level of professionalism, discretion, and integrity when handling confidential information.

Preferred Qualifications

• Bachelor’s degree or Paralegal Certificate preferred.
• Experience supporting an in-house legal department.
• Familiarity with corporate governance and financial services regulatory environments.
• Experience with contract lifecycle management (CLM), e-billing, or legal operations platforms.

Compensation

• Base Salary: $115,000 – $140,000, commensurate with experience and qualifications.
• Bonus: Eligible for an annual discretionary performance bonus.
• Comprehensive benefits package, including medical, dental, vision, retirement savings, paid time off, and other employee benefits.

What We’re Looking For

We’re seeking a polished, resourceful, and highly organized professional who can operate as a trusted partner to the Legal team. The ideal candidate is proactive, adaptable, and capable of balancing executive-level administrative responsibilities with legal support in a fast-paced financial services environment.