Executive Assistant, Board & Legal

Work Shift

Day

Scheduled Weekly Hours

40

Summary

The Board & Legal Executive Assistant supports Mercy's mission by providing executive administrative support and project coordination for the General Counsel and administrative support to the Legal/Compliance/Internal Audit department. Additionally, the Board & Legal Executive Assistant coordinates with the General Counsel and President & CEO on all activities related to the Board of Trustees and related committees of the organization. The Board & Legal Executive Assistant is responsible for planning meetings, generating reports, meeting minutes and materials, archiving board and corporate records, conducting research and communicating with board members and the executive team regarding board and committee related activities. The Board & Legal Executive Assistant works closely with the Board of Trustees and committee members to achieve organizational goals.

Job Description

Job Duties/Essential Functions

• Job Duties
  • Coordinates projects and provides executive administrative support to the General Counsel and the Legal/Compliance/Internal Audit department.
  • Manages calendar for General Counsel and schedules meetings and appointments.
  • Monitors Mercy’s Compliance Hotline and transcribes messages.
  • Facilitates the smooth flow of accurate communication intradepartmentally, interdepartmentally and externally.
  • Tracks Board and Committee membership and terms.
  • Creates master Board and Committee meeting schedule and annual calendar. Sends meeting invitations to trustees, executives and assistants. 
  • Reserves and sets up meeting rooms and coordinates audio/visual equipment and catering. Facilitates speaker presentations.
  • Serves as administrator for BoardEffect and provides training on BoardEffect, standards of work and consistency in board materials.
  • Coordinates Board and Committee meeting books and materials. Posts agendas and other meeting documents to BoardEffect.
  • Prepares for the Board’s Annual Meeting, including sending notification of annual board meetings two weeks in advance.
  • Maintains electronic files of all articles and bylaws, board books, charters and workplans.
  • Coordinates special events (board retreat, recognitions and emeritus events).
  • Coordinates annual Conflict of Interest forms with General Counsel.
  • Distributes publications to Board.
  • Addresses internal requests for board information.
  • Manages electronic devices for board members (iPads).
  • Manages access for and use of Neuhaus Boardroom.
  • Takes minutes at Board, Committee and departmental meetings.
  • Greets and directs customers, patients, physicians, community leaders, Board members, general public, staff and visitors.
• Follows Mercy's safety guidelines, carries out job-specific safety duties and responsibilities, and promptly reports any unsafe conditions, situations, incidents and injuries.

Knowledge, Skills and Abilities

• Proficient in Microsoft Office products including MS Word, Excel, PowerPoint, Outlook and Internet research skills.
• Proficient in Board Effect or other electronic board portal product.
• Operates normal office equipment, e.g. fax machine, multi-line telephone system and copier/scanner.
• Excellent written and verbal communication skills that include grammar, spelling, punctuation and proofreading.
• Excellent public relations, human relations and conflict resolution skills - exemplifies The Mercy Touch.
• Excellent organizational, time management and analytical skills.
• Demonstrates project coordination.
• Critical thinking and attention to detail. Exhibits good judgment.
• Identifies quality improvement opportunities.
• Manages confidential information with discretion and diplomacy.
• Commitment to life-long learning, e.g., willingness to learn/upgrade skills related to duties.
• Ability to communicate effectively and professionally with hospital staff, physicians, Board members, community leaders and the general public.
• Flexibility and dependability, works well with a wide variety of individuals and leadership styles.
• Ability to work with minimal to no supervision.
• Initiative-taker; ability to initiate projects, plan own activities and make decisions within the framework of the responsibility and authority of the job.

Professional Experience

• Minimum of four years administrative/executive assistant experience required.
• Previous experience providing Board administration preferred.
• Previous experience working with CEO and executive team preferred.