Job Description
Polaris Estate Planning & Elder Law is hiring an Executive Assistant to support firm leadership and our COO in a high-trust, operations-focused role.This is a senior executive support position for someone who is highly organized, attentive to detail, and takes pride in tracking priorities, capturing action items, and ensuring follow-through without repeated reminders.This is not a front desk role.This is not a legal assistant role.This is not a sales or networking position.If you enjoy structure, organization, checklists, and being the person who keeps leadership prepared, aligned, and on track, you will thrive in this role.Compensation: $58,000 - $65,000 based on experience and demonstrated organizational and follow-through abilityFull-time, in-office position (Creve Coeur & St. Charles County)BenefitsHealth insurance401(k) with employer matchGenerous PTO and paid holidaysProfessional development supportStable, professional team environmentDirect collaboration with firm leadershipCompensation:$58,000 - $65,000 yearlyResponsibilities:Full calendar ownership and time protection for firm leadershipExecutive email triage and follow-up managementPreparing agendas, materials, and structured notes before meetingsCapturing action items and maintaining a leadership task trackerCoordinating meetings, travel, events, and leadership logisticsMaintaining alignment on leadership priorities and next actionsDrafting professional follow-up emails and internal communicationsSupporting leadership preparation for internal and external meetingsProfessional Relationship Coordination:Scheduling lunches and meetings with financial advisors, CPAs, and professional referral sourcesDrafting follow-up communications on behalf of leadershipTracking touchpoints and ensuring consistent follow-throughMaintaining organized records of relationship activityWhy This Role Is Different:You will work directly with firm leadership and our COO in a structured, growth-focused law firm environment where organization, preparation, and follow-through are genuinely valued.This role is a core operational position - not a general administrative seat.You will be trusted to run systems, track priorities, and help leadership stay focused on high-value work.Qualifications:3+ years supporting executives, owners, attorneys, or professionalsStrong calendar management and organizational skillsExcellent written communication and professional email drafting abilityExperience managing multiple priorities in a fast-paced environmentStrong note-taking, task tracking, and follow-through habitsComfort using Microsoft 365, scheduling tools, and email management systemsPreferred (Not Required):Executive Assistant, Office Manager, or Operations Coordinator experienceExperience supporting multiple leaders simultaneouslyThe Type of Person Who Thrives HereYou may be a strong fit if you are:Extremely organized and detail-orientedCalm, steady, and reliable under pressureProactive and able to think ahead without constant directionComfortable supporting leadership with different working stylesSomeone who enjoys systems, structure, and operational claritySomeone who gets genuine satisfaction from preventing problems before they happenWhat Success Looks LikeLeadership calendars are organized and conflict-freeMeetings are prepared and run smoothlyNo missed follow-ups or dropped prioritiesAction items are tracked and completed consistentlyLeadership feels prepared, supported, and focusedImportant relationships and commitments never fall through the cracksAbout CompanyPolaris Estate Planning & Elder Law is a mission-driven law firm dedicated to helping families protect what they've built and prepare for life's most important transitions with clarity and confidence. Based in Missouri and serving clients throughout the St. Charles and St. Louis areas, our firm focuses exclusively on estate planning, elder law, asset protection, probate, and long-term care planning.We are not a volume-based law firm.We are a relationship-based planning firm.Our team works with individuals and families who want more than just documents - they want a thoughtful plan that protects their loved ones, avoids unnecessary court involvement, and prepares for the realities of aging, long-term care, and unexpected life events.Our mission is simple:To help families make wise legal and life decisions before a crisis forces them to. We don't just prepare documents - we help families protect their future, their legacy, and the people they love most.
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