Executive Assistant

Are you a calm, highly organized person who loves structure and follow-through—and takes pride in keeping leaders prepared and on track?

Polaris Law Group is hiring an Executive Assistant to support firm leadership. This is a high-trust, proactive role for someone who is highly organized, attentive, and takes pride in capturing details, tracking follow-through, and keeping priorities moving.

This is not a front desk role. This is not a legal assistant role. This is not a sales or networking position.

If you love structure, checklists, organization, and being the person who ensures everything gets done without repeated reminders, you will thrive here.

$58,000 – $65,000 based on experience and demonstrated organizational and follow-through ability

Full-time, in-office position (Creve Coeur & St. Charles)

$58,000 - $65,000 yearly

• Full calendar ownership and time protection for firm leadership
• Daily email triage and follow-up management
• Preparing agendas, materials, and notes before meetings
• Tracking action items and maintaining a master task list
• Coordinating travel, events, and logistics
• Managing the firm’s professional referral follow-up system:
• Scheduling lunches/meetings with financial advisors, CPAs, and other professional referral sources
• Drafting follow-up emails and notes
• Tracking when referral sources were last contacted
• Ensuring consistent touchpoints happen throughout the year
• Maintain a simple leadership task tracker to capture commitments, owners, and due dates
• Provide a brief daily touchpoint with leadership to confirm top priorities and next actions

Why You’ll Like This Role

• Clear priorities and a structured work style
• You’ll be trusted to run your systems (not micromanaged)
• You’ll work closely with leadership in a professional environment
• Your organization and follow-through will be valued every day

• 3+ years supporting executives, owners, attorneys, or professionals in a fast-paced environment
• Exceptional organizational and time-management skills
• Strong written communication skills
• Comfortable with Microsoft 365, email management, and scheduling tools
• Ability to manage multiple priorities calmly and professionally
• Strong note-taking and follow-through habits

The Type of Person Who Thrives Here

You may be perfect for this role if people describe you as:

• Extremely organized and detail-oriented
• Calm, steady, and reliable
• Proactive—you think ahead without being asked
• Comfortable managing strong personalities professionally
• Someone who loves systems, lists, and structure
• Someone who gets satisfaction from preventing problems before they happen

What Success Looks Like

• No calendar conflicts
• No missed follow-ups
• Meetings are prepared and run smoothly
• Professional referral sources consistently hear from our firm
• Leadership priorities are tracked and completed consistently

Polaris Law Group is a growth-focused firm with offices in St. Charles and Creve Coeur, concentrating on proactive estate planning and elder law. We operate with a structured consultation model, strong internal processes, and a deliberate approach to client advisory and firm growth.

Unlike many traditional law firms, we utilize a defined consultation system and dedicated Client Solutions Specialists to lead client conversations and guide planning decisions. This role is a core part of our growth strategy, not an intake or administrative position.

We are building a disciplined, professional team environment where accountability, preparation, and consult effectiveness are valued and supported.

Benefits

• Health insurance
• 401(k) with employer match
• Generous PTO and paid holidays
• Ongoing sales and professional development
• A supportive, high-performance team environment