Job Description

We are searching for an experienced executive assistant to support a legal department and who understands how to wear many different hats throughout the day and can handle the responsibilities at hand.

This position requires critical thinking, prioritizing and managing stresses and demands, strong organizational skills, and maintaining highest level of confidentiality at all times. Discretion and professionalism regarding communication in all ways including who is privy to what information is key. You will independently prepare, process and manage critical legal and operational information, data, and documents. You will be given discretion to handle critical business matters of the General Counsel. You will be expected to prioritize critical and non-critical tasks and exercise flexibility in addressing the needs of others in the office and facilitating projects, meetings, communications, and the finalization of legal documents. If you are a professional, seeking new challenges and a diverse scope of work in a university environment, please apply for a chance to showcase your professional talents with us.

Summary of Responsibilities
Provides administrative professional support for the General Counsel and General Counsel attorneys and staff which may include, but is not limited to, scheduling and appointments; coordination of meeting and events; travel arrangements; preparing and editing correspondence, presentations and reports, and preparing expense reimbursements. Leads and manages the business continuity, emergency plan, record retention and budgeting for the department.

Essential Functions

• Maintains General Counsel and General Counsel attorneys and staff schedules by planning and scheduling meetings, conferences, teleconferences, and making travel arrangements, preparing and editing correspondence, presentations and reports, and preparing expense reimbursements.
• Leads and manages the business continuity, emergency plan, record retention and budgeting for the department.
• Prepares or coordinates the preparation of correspondence, forms, reports, presentation materials and other written communications, as required.
• Independently prepares, processes, edits and manages critical legal and operational information, data and documents, which may include finalizing legal correspondence and filings, purchasing, budgets, materials necessary for meetings, special projects and reports.
• Documents meeting notes, keeps records of all proceedings and acts as custodian for all related documentation. Prepares and distributes subsequent correspondence as needed, and follows up on action items to ensure completion.
• Organizes, coordinates, and assists with meetings and events. May include, but is not limited to, setting meeting agendas, creation and distribution of meeting handouts, taking meeting minutes, coordinating meeting invitee lists and attendee accommodations, catering, guest lists, entertainment, supplies, reservations, and set up. Coordinates events and schedules for the General Counsel office.
• Interacts with faculty, staff, alumni, government officials and high level University, business, city, county and state administrators.
• Exercises discretion, confidentiality, and judgment when dealing with matters of a sensitive, confidential or personal nature.
• Resolves office problems independently; facilitates and implements solutions.
• Supervises General Counsel’s Office student assistants.
• Supports and provides back up to Paralegals, Office Manager, and Contract Specialists.

Minimum Education
Bachelor’s degree in pre-law, accounting, finance, business or related field by hire date
Preferred Education
Previous experience in a legal office setting.
Minimum Experience
Four (4) years of experience working for an executive in an executive office setting or related field

Knowledge, Skills and Abilities

• Proficient in general legal office skills (Microsoft Office, Adobe, Teams, Zoom)
• Knowledge with accounts payable.
• Preparing and proofing of various legal documents and correspondence, forms reports, and presentation materials.
• Organizes, coordinates, and assists with meetings and events.
• Ability to successfully multitask, support multiple executives, and handle difficult situations.
• Exercises discretion, confidentiality, and judgment when dealing with matters of a sensitive, confidential or personal nature

Additional Information
Some common professional support this role provides but is not limited to:

• Extensive contact with various levels of internal personnel and external contacts
• Managing and drafting internal and external communications, presentations and reports, and preparing expense reimbursements; scheduling and appointments
• Run cadence of monthly staff meetings including planning agenda, organization of materials, and follow-up actions items
• Travel arrangements
• Leads and manages the business continuity, record retention and assists with budgeting for the department

Pay Info: Range beginning point $55,000/yr, adjusted based on experience

How to Apply

Job Categories: Equal Opportunities. Job Types: Full-Time. Job Tags: administrative assistant and legal admin. Salaries: 40,000 - 60,000.

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