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Executive Administrative Assistant / Paralegal


Job Title: Executive Administrative Assistant / Paralegal

Wage: Depends on Experience

Location: Green Bay, WI

 Position Summary:
Provide high-level administrative support for Company President/Owner by conducting research, preparing statistical reports, handling information requests, developing and revising contracts and performing clerical functions. May also train and supervise lower-level clerical staff.

Duties identified below are essential functions of the position:

Administration and Management

  • Knowledge of business and management principles involved in strategic planning, resource allocation, and coordination of people and resources.
  • Prepare reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software.
  • Conduct research, compile data, and prepare papers for consideration and presentation by executive, and senior management.
  • Prepare responses to correspondence.
  • Set up and oversee administrative policies and procedures for administrative team.
  • Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.

Customer and Personal Service

  • Knowledge of principles and processes for providing exceptional customer and personal services.
  • Ability to take initiative to ensure customers are supported in a timely and accurate manner.
  • Ensure the President is supported in both his professional and personal events and activities.


  • Organize and maintain corporate electronic and paper filing systems for the President’s requirements
  • Translate the President’s contractual proposals, agreements and amendments per his standards and defined inputs.
  • Manage the delivery of correspondence and other legal documents to the required schedule in support of the President.
  • Provide knowledge and training in legal documents to ensure accuracy and completeness of items worked for the President.


  • Answer phone calls and direct calls to appropriate parties or take messages.
  • Make travel arrangements for executives.
  • Attend meetings to record minutes.
  • File and retrieve corporate documents, records, and reports.
  • Open, sort, and distribute incoming correspondence, including faxes and email for the president.
  • Prepare agendas.
  • Manage and maintain executives' schedules.
  • Compile, transcribe, and distribute minutes of meetings.
  • Ability to converse with customers and legal representative on legal matters being conducted by and for the President.


  • Minimum 10 years’ experience supporting an executive
  • Extremely organized
  • Confidentiality
  • Excellent verbal & written communication skills.
  • Pay close attention to details and maintain a very high level of professionalism.
  • Prioritize and manage multiple projects.
  • Ability to work in a team environment that can be fast paced and pressure filled at times.
  • Proficient with Microsoft Word, Excel, Access & Outlook, learn industry-specific Software programs.
  • Work independently, in a proactive, resourceful and efficient manner.  


  • Work independently, in a proactive, resourceful and efficient manner.  
  • Problem Sensitivity — the ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
  • Deductive Reasoning — the ability to apply general rules to specific problems to produce answers that make sense.
  • Inductive Reasoning — the ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).

Work Environment
This job generally operates in a professional office environment.  This role routinely uses standard office equipment such as computers, phones, copiers, filing cabinets and fax machines.  

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.  
The employee is occasionally required to sit; climb or balance; and stoop, kneel, crouch or crawl. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.  

Position Type/Expected Hours of Work

  • This is a full time position.  Days and hours of work are Monday through Friday, 8:00 am to 5:00 pm.

Other Duties

  • Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice.




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