Executive Assistant - General Counsel

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Executive Assistant - General Counsel
The candidate will prepare and finalize correspondence, reports, policies, and spreadsheets related to the functions of the offices, and maintain department and trustee files. Will take minutes for Trustee meetings, planning meetings and department meetings, and distribute them in a timely manner. Handle telephone calls and/or messages; manage appointment calendars and schedule meetings using Google calendar and on-line applications (such as “Doodle”). This may include arranging meals and/or refreshments as well as scheduling and booking meetings on campus. Liaison with senior assistants in the president’s and other administrators’ offices. Manage travel arrangements and reimbursement requests. Maintain historical files related to initiatives, policies, VP meetings, Board of Trustee meetings, other committee meetings, insurance renewal and claims and general files relating to the office. Support Vice President for Finance and Planning and the General Counsel in the development, refinement and daily operations of case, contract and electronic file management systems. Maintain and update the departments’ web pages. Provide Special Events support and stewardship assistance when deemed necessary directly relating to the Executive Offices. Assist in special projects for the Vice President, General Counsel and other department senior directors and assistants. Organize documents and data; redact documents to remove personally identifiable information in student and employee records. Facilitate the flow of information to and from the Vice President and General Counsel; review and reply to correspondence as appropriate. Assist the Vice President and General Counsel with research (non-legal), correspondence and reports. Assist in the organization of the Board of Trustee committee meetings directly staffed by the Vice President for Finance and Planning or General Counsel as well as other committee meetings. Orders office supplies as needed. Provide general office assistance and support to the Vice President and General Counsel. Supervise student workers. Assist with and perform other duties as required. College degree is required. Should have 5+ years of administrative assistant, paralegal or secretarial experience or a combination of education and experience that demonstrates that the applicant has acquired the knowledge and abilities required for the position. Must be extremely computer literate with proficient knowledge in Microsoft Outlook, Word, PowerPoint, Excel, on-line calendaring and particularly data-base management programs. Must have a high degree of accuracy, attention to detail and excellent writing, proofreading skills is needed.

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