Job Description

Executive Assistant

This position requires in office attendance several days a week, so applicants should be within driving distance of Okemos, MI or St. Paul, MN.

Job Summary

The Executive Assistant provides high-level administrative and operational support to executive leadership, exercising sound judgment, discretion, and confidentiality. This role supports executive effectiveness by managing complex schedules, preparing correspondence and materials, handling sensitive information, and coordinating meetings and initiatives. The Executive Assistant serves as a trusted partner to leadership in a fast-paced, professional services environment. Please see specific information related to this role after the Core Competencies section below.

Responsibilities

Work Performed and Job Requirements

Executive Support

• Provides high-level administrative support to executive leadership with a high degree of discretion and professionalism.
• Manages complex executive calendars, including scheduling across time zones, prioritizing requests, and resolving conflicts.
• Prepares executives for meetings by organizing materials, tracking upcoming deadlines, and supporting follow-up on action items.
• Serves as a primary point of contact for executives, maintaining awareness of priorities and shifting demands.

Communication Management

• Serves as a liaison between executive leadership and internal and external stakeholders.
• Screens and responds to incoming communications, independently handling matters when appropriate.
• Drafts, edits, and formats professional correspondence and communications on behalf of executive leadership.
• Handles confidential and sensitive information with discretion and professionalism.

Document Preparation and Information Management

• Prepares and maintains correspondence, reports, presentations, agendas, meeting minutes, and briefing materials.
• Compiles information and prepares summaries or reports to support executive decision-making.
• Organizes and maintains files in accordance with firm standards and confidentiality requirements.
• Ensures accuracy, consistency, and attention to detail across all deliverables.

Meeting and Project Coordination

• Coordinates meeting logistics, including scheduling, room reservations, virtual meeting setup, and material distribution.
• Attends meetings as needed to capture notes, track action items, and support follow-up.
• Supports special projects and initiatives, assisting with coordination and timelines.
• Partners with other administrative staff to ensure consistent executive support.

Operational and Administrative Support

• Supports departmental and firm-wide administrative processes as needed.
• Assists with adherence to internal policies, procedures, and administrative standards.
• Provides backup support to other administrative staff to ensure continuity of operations.

Performs other related duties as assigned.

Qualifications

Education/Training

Minimum of a high school diploma or GED required; bachelor's degree in business or related discipline is highly preferred. Notary certification is also preferred.

Experience

Minimum of 5 or more years of experience in an executive assistant role within a health care environment or professional services firm.

Knowledge, Skills, and Abilities

• Strong organizational and time management skills with the ability to manage competing priorities.
• Proven ability to maintain confidentiality and exercise discretion with sensitive information.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Outlook, Excel, PowerPoint).
• Strong interpersonal skills and professional presence.
• Ability to work independently, anticipate needs, and exercise sound judgment.
• Adaptable and able to respond effectively to changing priorities.
• Ability to support multiple executives simultaneously.
• Ability to work extended hours when business needs require.

Core Competencies

Job Level Competencies

• Time Management Prioritizes tasks and adapts to schedule changes.
• Problem Solving Proposes practical solutions based on past experience.
• Collaboration Contributes to team goals and supports shared accountability.

EEO

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

Additional Info

This addendum defines the specific expertise, experience, and responsibilities required for success as an Executive Assistant providing specialized legal support. It supplements the core Executive Assistant Job Description and is used for hiring, development, and performance management. This specialization focuses on supporting in-house legal leadership through advanced administrative coordination, legal document and records management, litigation and matter tracking, and confidential communications in support of the organization's legal operations.

Specific Responsibilities Legal Support

• Provide specialized executive-level administrative support to in-house legal leadership, including the General Counsel, in support of legal department operations.
• Serve as a primary administrative partner to the legal function, supporting complex calendaring, prioritization, and coordination of legal activities and deadlines.
• Draft, edit, proofread, and format legal correspondence, reports, presentations, and other documents at the direction of in-house counsel.
• Coordinate and maintain legal documentation, files, and records in accordance with organizational standards and confidentiality requirements.
• Track litigation-related deadlines, filings, and key dates, and assist with administrative coordination related to litigation matters as directed by in-house counsel.
• Support administrative aspects of litigation and legal matters, including coordination of service of process notifications, subpoenas, and document requests.
• Coordinate execution of legal documents, including routing for signatures among executives and other parties.
• Serve as a liaison between the legal department and internal stakeholders, outside counsel, and external partners, as directed by in-house counsel.
• Assist with legal department operational processes, including invoice tracking, administrative reporting, and workflow coordination.
• Support special projects and initiatives within the legal function, ensuring timely, accurate, and well-organized deliverables.

Preferred Expertise and Knowledge

• Experience providing executive-level administrative support within a legal, corporate, or professional services environment preferred.
• Working knowledge of legal documentation, terminology, and administrative legal processes.
• Demonstrated ability to manage confidential and privileged information with discretion and sound judgment.
• Strong organizational and time management skills with the ability to manage competing priorities and deadlines.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office and document management tools.
• Ability to work independently and collaboratively with legal leadership and cross-functional partners.
• High attention to detail and accuracy.

Performance Emphasis

• Success in this role is measured through:
• Quality, accuracy, and timeliness of legal administrative support and documentation.
• Effective coordination and tracking of legal deadlines, filings, and workflows.
• Consistent exercise of discretion and confidentiality.
• Responsiveness and reliability in supporting legal leadership and department operations.
• Effectiveness of communication and coordination with internal stakeholders and outside counsel.

The posted salary range for this role at HMA includes a range of factors that we consider when making compensation decisions. These factors include but are not limited to experience, education, training, skills, licensures, and certifications, along with other business and organizational needs. HMA may adjust the posted salary range estimate for applicable geographic differentials associated with the location where we may fill the position. At HMA, we generally do not

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