Executive Administrative Assistant - Contract life cycle

Administrative Assistant - Legal Schedule: Onsite Monday-Friday

About the Opportunity

Vaco is partnering with Omya to identify an experienced Administrative Assistant - Legal to provide direct support to the company’s General Counsel . This is a unique opportunity for someone who enjoys working in a corporate legal environment and wants to be a key business partner to an in-house attorney.

This is not a Paralegal position. We’re looking for an administrative professional with experience supporting an in-house legal department or corporate attorney, particularly in contract administration, corporate governance, and executive-level legal support.

Top Priorities

• Experience supporting an in-house attorney or corporate legal department
• Experience managing contracts throughout the contract lifecycle
• Strong administrative, organizational, and communication skills with the ability to handle highly confidential information

Responsibilities

• Provide day-to-day administrative support to the General Counsel.
• Coordinate and manage the lifecycle of legal contracts, including reviewing, routing, tracking, uploading, and executing documents.
• Maintain legal files and document management systems.
• Assist with preparing board meeting materials, board minutes, corporate resolutions, and other governance documentation.
• Prepare correspondence, presentations, reports, and executive communications.
• Proofread legal and business documents for accuracy, formatting, and consistency.
• Coordinate meetings, manage calendars, schedule travel, and prepare meeting agendas.
• Organize and maintain confidential legal records and corporate documents.
• Handle incoming correspondence and assist with department administrative functions.
• Create purchase requisitions and process invoices through SAP as needed.
• Provide additional administrative support to the legal department and executive team as assigned.

Qualifications

• Associate’s degree preferred or equivalent combination of education and experience.
• 5+ years of administrative experience , preferably supporting an in-house legal department, corporate attorney, or executive legal function.
• Experience managing legal contracts and supporting contract administration processes.
• Experience preparing board minutes, corporate resolutions, or other corporate governance documentation is highly preferred.
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Experience with document management systems or legal document repositories is a plus.
• SAP experience is preferred but not required.
• Exceptional organizational, communication, and proofreading skills.
• Ability to prioritize multiple projects while maintaining strict confidentiality.

Ideal Background

We’re looking for someone who has worked in a corporate legal environment rather than a traditional law firm or litigation setting. Ideal candidates may have experience as:

• Legal Administrative Assistant (Corporate/In-House)
• Corporate Legal Coordinator
• Legal Executive Assistant
• Corporate Governance Coordinator
• Contracts Administrator with executive legal support experience

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact [email protected] .

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal .

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right …