Executive Assistant

Flanagan Security & Investigations Group, Inc.

Location: Glendale, Queens, NY

Job Type: Full-Time, In-Office

Position Overview

Flanagan Security & Investigations Group is seeking a highly adaptable Executive Assistant to manage the operational contract lifecycle and executive administration for our physical security and investigative division. Based at our headquarters, you will partner directly with executive leadership and security directors to draft precise Letters of Engagement (LOEs) and Statements of Work (SOWs). Your work will directly define the scope, legal compliance, and operational boundaries for armed and unarmed guarding, surveillance operations, and corporate investigations while keeping executive workflows seamless. A strong willingness to learn new industry concepts and a commitment to continuous learning are vital to thriving in our fast-paced security environment.

Core Responsibilities

• Contract & SOW Drafting: Author specialized SOWs, LOEs, change orders, and contract amendments for physical asset protection, corporate investigations, background checks, and protection details.
• Case Intake and Assignment: Intake new client information, create cases, assign tasks, and distribute workloads to specific case managers or field investigators utilizing TrackOps, a web-based case management software.
• Operational Alignment: Document highly sensitive operational protocols, surveillance boundaries, rules of engagement, and evidence collection chain-of-custody.
• Executive Support: Manage schedules, correspondence, travel, and file organization for security executives.
• Risk & Licensing Compliance: Ensure every document strictly complies with state private investigator licensing regulations, local security guard acts, and corporate insurance liabilities.
• Template Management: Maintain, update, and audit standardized templates and clauses to reflect evolving regulatory updates.
• On-Site Collaboration: Conduct real-time, face-to-face brief reviews with security directors and PI case managers to match operational capabilities with contractual promises.
• Quality Assurance: Proofread all drafts for grammatical accuracy, formatting, and clear, legally binding language before execution.
• Approval & Tracking: Coordinate internal reviews, secure executive signatures using digital tools, and monitor contract milestones or renewal dates.

Required Skills & Qualifications

• Experience: 3–5 years drafting service contracts, legal documentation, or providing high-level executive support specifically in physical guarding, law enforcement administration, or private investigative services.
• Technical Tools: Mastery of MS Word (Advanced formatting/tracking changes), Excel, Adobe Acrobat, and DocuSign.
• Writing Skills: Strong command of security terminology, business writing, and technical contract formatting.
• Soft Skills: Absolute discretion with highly sensitive data, exceptional attention to detail, strong contract negotiation skills, and expert time management.
• Work Environment: 100% on-site at headquarters, requiring daily collaboration with local leadership.
• Education: Background in Criminal Justice, Paralegal Studies, Business Administration, or equivalent industry field experience is a plus.

Benefits Package Includes:

• Health and Vision insurance
• Paid time off (PTO) and paid holidays
• 401(k) retirement plan with company match
• Professional development and growth opportunities
• Discretionary bonus potential.

Pay: $67,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• Employee assistance program
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Experience:

• Investigative workflows, case tracking, or security : 1 year (Required)
• Author specialized SOWs, LOEs, change orders, and contract : 3 years (Required)
• Executive operational support: 3 years (Required)
• Mastery Microsoft Office (Word, Excel): 3 years (Required)

Work Location: In person