Sr. Executive Assistant/Law Office Administrator

Overview

This position serves as the principal administrative and operational professional for the Office of General Counsel, providing senior-level executive support to the Senior Vice President and General Counsel while also performing high-level legal assistant, paralegal, and office management responsibilities. The role supports the office’s attorneys, manages complex and sensitive legal matters of a paralegal nature, and ensures the effective day-to-day operation of the office. The position operates within a highly confidential, legally privileged, and professionally demanding environment.

Duties and Responsibilities

1. Produce correspondence and documentation in various formats, including photocopy/scan and prepare materials according to department standards, create and maintain calendars and records, manage supplies, complete and process all vouchers/billing/expense reports, and respond to inquiries. Perform intermediate computer functions including managing databases and creating and analyzing spreadsheets. Safeguard highly confidential and legally privileged information as necessary. Serve as the department’s web editor. (20%)
2. Administer the contracts and agreement tracking and review process, including maintenance of an online log and associated contract files. Review incoming contract submissions to ensure compliance with department standards, respond to submitters regarding non-compliance, and identify items of change from prior years submissions. (20%)
3. Perform various paralegal functions including gathering materials in response to discovery requests, respond to subpoenas and other third-party information requests, maintain litigation hold database and liaison with Information Technology with updates, maintain the department’s open and closed disputes report, oversee the annual conflict of interest disclosure response process, conduct limited research such as gathering court decisions or annotated statues regarding particular matters, and gather information from publicly available databases, such as federal court databases. (15%)
4. Liaison with insurance companies and the college's insurance broker regarding personal injury and property-related incidents and automobile accidents, including obtaining reports and other documents to resolve claims and disputes. Obtain and maintain all insurance certificates for all activities on campus from our insurance and third-party carriers. Obtain information for and assist in completing all insurance applications as part of the annual renewal of the college’s property and casualty portfolio renewal. (15%)
5. Administer the driver authorization program for prospective and current employees and students who apply or need to drive on behalf of the college; run background checks and assure that the office process is followed across the campus. Administer the camps/clinics program for the activities involving minors on campus. Educate departments on required procedures, obtain required documentation, and ensure documentation received is compliant with established mandates. (15%)
6. Act as the direct supervisor for the office’s part-time senior office assistant (train, assign work, evaluate performance, track time entry, etc.) (15%)

Education and Experience

• Bachelor’s degree from an accredited institution. Paralegal certificate preferred.
• Five to seven years’ experience in law office or in-house corporate legal office, or an equivalent combination of education and experience.
• Excellent organizational skills.
• Ability to work independently, meet deadlines, and prioritize assignments while managing multiple tasks.
• Excellent oral and written communication skills.
• Ability to work collaboratively and successfully with other departments, offices, and divisions on campus and with off-campus constituencies.
• Must be trustworthy and dependable; honor and safeguard privacy and protect legally confidential information at all times and under all circumstances.
• Intermediate/Advanced proficiency with Microsoft Office Suite and Adobe Acrobat.