Executive Assistant

ABOUT THE COMPANY

Certum Legal Solutions (CLS) is a pioneering legal managed services organization (MSO) that supports mass-tort and single-event personal injury law firms. We provide the operational infrastructure, technology, and back-office solutions that allow the firms on our platform to grow and scale while focusing on delivering industry-leading results for their clients.

ABOUT THE ROLE

We’re looking for a highly organized, discreet, and proactive Executive Assistant to provide high-level administrative support to CLS’s executive team. This role requires the ability to manage competing priorities across multiple senior stakeholders, exercise sound judgment with confidential information, and serve as a trusted point of coordination between the executive team, staff, and outside parties. The ideal candidate thrives in a fast-paced environment, anticipates needs before being asked, and brings professionalism and precision to every interaction.

KEY RESPONSIBILITIES

• Manage complex, frequently changing calendars for four executives, proactively resolving scheduling conflicts and prioritizing time based on business needs
• Coordinate travel arrangements, including itineraries, accommodations, and expense reporting
• Plan and organize meetings, including agendas, materials, room logistics, and follow-up action items
• Serve as a primary point of contact between the executives and internal staff, clients, and external partners, screening and prioritizing communications
• Draft, proofread, and format correspondence, reports, presentations, and other documents on behalf of the executive team
• Track and follow up on deliverables and deadlines across multiple executives to ensure nothing falls through the cracks
• Handle sensitive and confidential information (personnel, legal, and client matters) with the utmost discretion
• Process expense reports, invoices, and administrative approvals in a timely manner
• Coordinate cross-functionally with other assistants and departments to align schedules and priorities across the leadership team
• Support special projects and initiatives as assigned by any of the supported executives

QUALIFICATIONS

• 5+ years of experience as an Executive Assistant, ideally supporting multiple senior executives simultaneously
• Bachelor’s degree preferred or equivalent professional experience
• Exceptional written and verbal communication skills
• Proven ability to manage competing priorities and shifting demands from multiple stakeholders with composure
• High degree of discretion, integrity, and sound judgment when handling confidential information
• Strong proficiency with Microsoft Office suite, scheduling/collaboration tools ( e.g. , Outlook, Zoom, Teams), project management software ( e.g. , Airtable, Asana), and AI tools ( e.g. , Claude, ChatGPT, Gemini)
• Excellent organizational and time management skills and meticulous attention to detail
• Prior experience in a legal or professional services environment is a plus, but not required

WHAT WE OFFER

• Competitive salary and benefits package
• A collaborative, fast-moving environment supporting senior leadership
• Opportunity to build deep working relationships across the executive team

PAY RANGE AND COMPENSATION PACKAGE

• Base Salary: $75,000 - $90,000 per year, based on experience and skill set
• Discretionary performance-based bonus
• Medical, dental, and vision insurance
• Unlimited PTO plus company holidays
• 401(k) eligibility upon start with employer matching
• On-site position with flexible hybrid work schedule

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

Certum Legal Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, national origin, ancestry, age, marital status, civil union status, domestic partnership status, disability, atypical hereditary cellular or blood trait, genetic information, veteran status, affectional or sexual orientation, gender identity or expression, or any other characteristic protected by applicable law.