Senior Executive Legal Assistant

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Senior Executive Legal Assistant
Duties: Responsible for the oversight and management of the legal affairs of the University. Will be complete complex tasks and projects quickly and independently, react with appropriate urgency to situations that require a quick turnaround, be able to take effective action, and efficiently and proactively solve problems. Support to Vice President and University Counsel. Provide high level support to the Vice President and University Counsel (VPUC), and interact with Board of Trustees, President, Vice Presidents, administrators, managers and other personnel on a daily basis; interact with outside counsel and third parties on a regular basis; preserve the confidentiality of privileged, sensitive and confidential information and records; manage calendar and contacts; prepare VPUC for meetings, including preparation of meeting materials; assemble BOT Board meeting materials and other BOT committee meeting materials; assist with management of workflow for VPUC; coordinate meetings and flow of confidential documents; draft, proofread and edit documents; process all VPUC email relating to university business. Management of legal files for University (digital and hard copy). Litigation support, including document production, scheduling witness interviews, work with university personnel regarding litigation hold requests; perform court record searches and obtain documents; create, prepare and maintain legal files; maintain spreadsheet of legal records; maintain claim files; work with outside counsel regarding legal billings; maintain billing records; manage and maintain repository of closed legal records; maintain storage system for original university documents; manage annual music license renewals; maintain contract signature authority records; coordinate meetings with outside counsel and SU personnel; serve as Notary Public for the University; manage CLE records and annual filings with the WSBA; Provide legal assistant and office managerial support to staff attorneys in the Office of the University Counsel. Coordinate and calendar meetings and IT troubleshooting, proofread/edit and finalize documents; assist with other projects as requested. Assist Secretary of the Corporation (SOC) with Board minutes, resolutions, memos and governance documents; manage original corporate records for the University; maintain library of all corporate governance communications with the BOT; process all corporate governance communications relating to the work of the SOC; manage the annual corporate filings for University, The University and The University Foundation, maintain corporate records; correspond with Board of Trustees on behalf of the SOC; liaise with Board members at request of SOC; management of annual survey to the Board of Trustees regarding Form 990 filings; manage the annual Conflict of Interest disclosure statements to Board members; coordinate annual evaluation of the President by the Board of Trustees; manage the biennial survey regarding the Board’s self-evaluation; manage and coordinate the annual production of the Board of Trustees directory; prepare meeting materials and coordinate meetings and flow of confidential documents, particularly for the Executive Committee, Trusteeship Committee and full Board of Trustees. Support VPUC in all aspects of budget creation and management. Serve as the primary conduit, compiler, and reporter of budgets for the VPUC division. Distribute new fiscal year’s budget materials; submit both base and current year budget transfers as necessary; perform June reconciliation and year-end adjustments as necessary; confirm that budget and pay align using the Staff Budget and Pay Comparison; submit final base budget transfers; assist senior executive in preparing for the October Review; assist senior executive in preparing for budget deliberations; prepare and submit budget materials to be implemented for the following fiscal year; create and submit financial transactions; work with Procurement to process legal invoices and maintain records of legal fees expenditures; process procard statements and provide required documentation to Controller’s office; manage travel expense reimbursements; manage cost center reconciliation including journal entries and budget transfers.

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