Executive Administrative Assistant

Job Overview

We are seeking a highly organized and proactive Executive Administrative Assistant to provide comprehensive support to our executive team. This role is essential in ensuring smooth operations within the office and requires a blend of administrative expertise, exceptional communication skills, and a keen attention to detail. The ideal candidate will thrive in a fast-paced environment, demonstrating strong multitasking abilities while managing various tasks efficiently.

Responsibilities

• Conducts legal research and prepares background materials for meetings, conferences, and speaking engagements.
• Drafts, edits, and processes legal correspondence, reports, and case-related documents.
• Screens calls, visitors, and correspondence, exercising discretion to prioritize and route matters appropriately.
• Manages the USA’s calendar, appointments, and travel arrangements using the travel management system.
• Develops recurring reports, presentations, and supporting documentation.
• Serves as intermediary with the Public Affairs Officer for press events and media scheduling.
• Coordinates applicant files and screening for Assistant U.S. Attorney positions.
• Oversees preparation and review of press releases, training, and conference planning.
• Integrates and formats data, reports, charts, and graphics into written deliverables.
• Ensures all documents adhere to DOJ/USAO policy, legal formatting, and quality standards.
• Advises staff on correspondence, reporting, and administrative procedures.
• Supports the USA in public engagements, ensuring materials reflect office policies and views.

Skills

• Advanced knowledge of legal principles, regulations, and case documentation.
• Strong administrative skills with the ability to anticipate needs and resolve problems.
• Proficiency with Microsoft Office Suite and legal databases.
• Excellent written and verbal communication, including editing and proofreading.
• Ability to exercise discretion, confidentiality, and independent judgment.
• Strong organizational, analytical, and multitasking skills.
• Familiarity with DOJ/USAO procedures and protocols preferred.
• Keyboard proficiency required.

Experience and/or Education

• Bachelor’s degree required.
• Minimum of 15 years of progressively responsible administrative experience supporting senior officials in highly confidential environments.
• Minimum of 15 years of legal assistant/paralegal experience, including research and document drafting