Executive Assistant To Firm Leadership & Coo

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 ability

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

Benefits

• Health insurance
• 401(k) with employer match
• Generous PTO and paid holidays
• Professional development support
• Stable, professional team environment
• Direct collaboration with firm leadership

$58,000 - $65,000 yearly

• Full calendar ownership and time protection for firm leadership
• Executive email triage and follow-up management
• Preparing agendas, materials, and structured notes before meetings
• Capturing action items and maintaining a leadership task tracker
• Coordinating meetings, travel, events, and leadership logistics
• Maintaining alignment on leadership priorities and next actions
• Drafting professional follow-up emails and internal communications
• Supporting leadership preparation for internal and external meetings

Professional Relationship Coordination:

• Scheduling lunches and meetings with financial advisors, CPAs, and professional referral sources
• Drafting follow-up communications on behalf of leadership
• Tracking touchpoints and ensuring consistent follow-through
• Maintaining organized records of relationship activity

Why 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.

• 3+ years supporting executives, owners, attorneys, or professionals
• Strong calendar management and organizational skills
• Excellent written communication and professional email drafting ability
• Experience managing multiple priorities in a fast-paced environment
• Strong note-taking, task tracking, and follow-through habits
• Comfort using Microsoft 365, scheduling tools, and email management systems

Preferred (Not Required):

• Executive Assistant, Office Manager, or Operations Coordinator experience
• Experience supporting multiple leaders simultaneously

The Type of Person Who Thrives Here

You may be a strong fit if you are:

• Extremely organized and detail-oriented
• Calm, steady, and reliable under pressure
• Proactive and able to think ahead without constant direction
• Comfortable supporting leadership with different working styles
• Someone who enjoys systems, structure, and operational clarity
• Someone who gets genuine satisfaction from preventing problems before they happen

What Success Looks Like

• Leadership calendars are organized and conflict-free
• Meetings are prepared and run smoothly
• No missed follow-ups or dropped priorities
• Action items are tracked and completed consistently
• Leadership feels prepared, supported, and focused
• Important relationships and commitments never fall through the cracks

Polaris 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.