Executive Administrative Assistant
The Waterworks, Columbus, OH, United States
Executive Administrative Assistant Legal & Human Resources
Haven Services, LLC is seeking a highly trusted and detail-oriented Executive Administrative Assistant Legal & Human Resources to provide executive-level administrative and operational support to the General Counsel, with a dotted-line partnership to the Vice President of Human Resources. This role serves as a critical connector between Legal and Human Resources, supporting sensitive legal, employee relations, risk, compliance, and workforce development matters while ensuring consistency, accountability, and professionalism across all Company locations.
The ideal candidate demonstrates exceptional judgment, organizational excellence, and the ability to manage highly confidential information in a fast-paced, multi-site service organization.
Key Responsibilities
Executive & Legal Administrative Support
Provide high-level administrative support to the General Counsel, including calendar management, meeting coordination, travel arrangements, expense reporting, and prioritization of legal workflows.
Prepare, review, and manage executive correspondence, presentations, reports, agendas, and meeting minutes with precision and professionalism.
Serve as a trusted gatekeeper for the General Counsel, managing sensitive communications, deadlines, and competing priorities.
Maintain organized, audit-ready legal files, including contracts, agreements, litigation materials, regulatory correspondence, and privileged communications.
Legal, Risk & Compliance Coordination
Support Legal leadership in the administration and tracking of legal matters, claims, and compliance-related activities.
Coordinate with external legal counsel, insurance partners, and internal stakeholders to support investigations, claims administration, and regulatory obligations.
Assist with document preparation, execution, version control, and routing for signatures.
Maintain strict confidentiality and uphold attorneyclient privilege across all legal and employee-related matters.
Accident, Property Damage & Injury Reporting
Provide administrative and coordination support for accident, property damage, and injury reporting across all Company locations.
Assist in documenting determinations regarding whether incidents are reported to insurance carriers or handled in-house, ensuring that all incidents are reported, filed, and documented regardless of handling method.
Claim Tracking, Filing & Reporting
Maintain accurate and organized tracking of accident, injury, and property damage claims, including documentation, timelines, and claim status.
Support claim filing, reporting, and follow-up activities in coordination with HR, Safety, Legal, and insurance partners.
Human Resources Partnership
Partner with the Vice President of Human Resources on administrative support related to employee relations, investigations, compliance documentation, audits, and policy administration.
Assist with the preparation of HR-related reports, presentations, and executive summaries.
Maintain the secure handling of sensitive HR records in compliance with federal, state, and Company requirements.
Apprenticeship Program Administrative Support
Provide centralized administrative support for the Company's apprenticeship and workforce development programs, in partnership with Legal, Human Resources, and operational leadership.
Manage and maintain all apprenticeship-related administrative paperwork, including enrollment forms, participation agreements, acknowledgments, and compliance documentation.
Support compliance with applicable federal, state, and program-specific apprenticeship requirements by organizing documentation, tracking deadlines, and maintaining audit-ready records.
Assist with the preparation, distribution, and tracking of apprenticeship communications, forms, and updates to internal stakeholders
Consistency Across All Sites
Support Legal and HR leadership in driving consistent processes, documentation standards, and communication practices across all Company locations.
Assist with standardization of forms, templates, tracking tools, and reporting workflows.
Serve as a centralized administrative resource to promote alignment, accountability, and compliance across sites.
Qualifications & Experience
Bachelor's degree preferred; equivalent combination of education and executive-level administrative experience will be considered.
Minimum of 5+ years of experience supporting senior executives, preferably within Legal, Human Resources, Risk Management, or a highly regulated environment.
Proven ability to manage confidential and privileged information with discretion and professionalism.
Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with document management, HRIS, claims, or apprenticeship systems preferred.
Exceptional organizational, prioritization, and follow-through skills.
Excellent written and verbal communication skills with executive-level presence.
Ability to operate independently, exercise sound judgment, and manage multiple priorities in a dynamic environment.
Core Competencies
Executive-level professionalism and discretion
Legal and compliance acumen
Attention to detail and accuracy
Proactive problem-solving
Process consistency and accountability
Strong interpersonal and communication skills
Working at Haven Services, LLC
Haven Services, LLC is committed to building a consistent, compliant, and people-focused organization. This role plays a critical part in supporting leadership decisions that protect our employees, our customers, and the long-term strength of the business.
Equal Opportunity Employer - AAP/M/F/V/D/SO
Haven Services, LLC is seeking a highly trusted and detail-oriented Executive Administrative Assistant Legal & Human Resources to provide executive-level administrative and operational support to the General Counsel, with a dotted-line partnership to the Vice President of Human Resources. This role serves as a critical connector between Legal and Human Resources, supporting sensitive legal, employee relations, risk, compliance, and workforce development matters while ensuring consistency, accountability, and professionalism across all Company locations.
The ideal candidate demonstrates exceptional judgment, organizational excellence, and the ability to manage highly confidential information in a fast-paced, multi-site service organization.
Key Responsibilities
Executive & Legal Administrative Support
Provide high-level administrative support to the General Counsel, including calendar management, meeting coordination, travel arrangements, expense reporting, and prioritization of legal workflows.
Prepare, review, and manage executive correspondence, presentations, reports, agendas, and meeting minutes with precision and professionalism.
Serve as a trusted gatekeeper for the General Counsel, managing sensitive communications, deadlines, and competing priorities.
Maintain organized, audit-ready legal files, including contracts, agreements, litigation materials, regulatory correspondence, and privileged communications.
Legal, Risk & Compliance Coordination
Support Legal leadership in the administration and tracking of legal matters, claims, and compliance-related activities.
Coordinate with external legal counsel, insurance partners, and internal stakeholders to support investigations, claims administration, and regulatory obligations.
Assist with document preparation, execution, version control, and routing for signatures.
Maintain strict confidentiality and uphold attorneyclient privilege across all legal and employee-related matters.
Accident, Property Damage & Injury Reporting
Provide administrative and coordination support for accident, property damage, and injury reporting across all Company locations.
Assist in documenting determinations regarding whether incidents are reported to insurance carriers or handled in-house, ensuring that all incidents are reported, filed, and documented regardless of handling method.
Claim Tracking, Filing & Reporting
Maintain accurate and organized tracking of accident, injury, and property damage claims, including documentation, timelines, and claim status.
Support claim filing, reporting, and follow-up activities in coordination with HR, Safety, Legal, and insurance partners.
Human Resources Partnership
Partner with the Vice President of Human Resources on administrative support related to employee relations, investigations, compliance documentation, audits, and policy administration.
Assist with the preparation of HR-related reports, presentations, and executive summaries.
Maintain the secure handling of sensitive HR records in compliance with federal, state, and Company requirements.
Apprenticeship Program Administrative Support
Provide centralized administrative support for the Company's apprenticeship and workforce development programs, in partnership with Legal, Human Resources, and operational leadership.
Manage and maintain all apprenticeship-related administrative paperwork, including enrollment forms, participation agreements, acknowledgments, and compliance documentation.
Support compliance with applicable federal, state, and program-specific apprenticeship requirements by organizing documentation, tracking deadlines, and maintaining audit-ready records.
Assist with the preparation, distribution, and tracking of apprenticeship communications, forms, and updates to internal stakeholders
Consistency Across All Sites
Support Legal and HR leadership in driving consistent processes, documentation standards, and communication practices across all Company locations.
Assist with standardization of forms, templates, tracking tools, and reporting workflows.
Serve as a centralized administrative resource to promote alignment, accountability, and compliance across sites.
Qualifications & Experience
Bachelor's degree preferred; equivalent combination of education and executive-level administrative experience will be considered.
Minimum of 5+ years of experience supporting senior executives, preferably within Legal, Human Resources, Risk Management, or a highly regulated environment.
Proven ability to manage confidential and privileged information with discretion and professionalism.
Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with document management, HRIS, claims, or apprenticeship systems preferred.
Exceptional organizational, prioritization, and follow-through skills.
Excellent written and verbal communication skills with executive-level presence.
Ability to operate independently, exercise sound judgment, and manage multiple priorities in a dynamic environment.
Core Competencies
Executive-level professionalism and discretion
Legal and compliance acumen
Attention to detail and accuracy
Proactive problem-solving
Process consistency and accountability
Strong interpersonal and communication skills
Working at Haven Services, LLC
Haven Services, LLC is committed to building a consistent, compliant, and people-focused organization. This role plays a critical part in supporting leadership decisions that protect our employees, our customers, and the long-term strength of the business.
Equal Opportunity Employer - AAP/M/F/V/D/SO