Position Title:

Executive Assistant

Position Type:

Regular

Hiring Range:

$41.06-$49.27 Per Hour; Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:

Hourly

A. POSITION PURPOSE

• Reporting to the General Counsel, the Executive Assistant will provide executive level administrative support to the General Counsel and other attorneys in the Office of the General Counsel. The Executive Assistant will independently conduct a broad range of duties including, but not limited to, office management, document and report preparation, coordination of responses to subpoenas, contract management, coordination of travel, events planning, oversight of logistics and scheduling of meetings, calendar management, and office website management. The Executive Assistant will serve as the financial and expense report manager for the office. Duties will be conducted in an efficient, accurate, and timely manner while maintaining the highest level of confidentiality in all matters.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1.   Executive Level Administrative Support

• Provide administrative support as needed to the General Counsel and other attorneys in the Office of the General Counsel.

• In furtherance of the General Counsel’s role as the chief legal officer and Secretary for the University, provide administrative support as needed to the Board of Trustees and committees of the Board of Trustees, including but not limited to those committees staffed by the General Counsel.

• Maintain and manage records of the Office of the General Counsel, including but not limited to records of claims and transactional matters, policies, trademark registrations, contract reviews, subpoenas, University governance records, and external counsel engagements, among others.

• In collaboration with the Office of the President, maintain and manage certain Board of Trustees records, including minutes and materials of the Board committees staffed by the General Counsel, trustee membership and term information, Board resolutions, and Board policies, among others.

• Maintain communications and correspondence; draft documents, edit correspondence, and generate emails and other official communications.

• Manage confidential records and filing and retrieval systems.

• Perform general research on issues affecting the University.

• Prepare presentation materials (e.g. charts, Power Point Slides, etc.) for meetings.

• Assist in the coordination of discovery and subpoena responses, including document review.

• Perform word processing, photocopying, and related services.

2.    Office Management

• Coordinate multiple calendars and related arrangements for the General Counsel and other attorneys in the Office of the General Counsel.

• Manage and maintain Office of the General Counsel website.

• Process vendor invoices.

• Process procurement transactions for the General Counsel and other attorneys in the Office of the General Counsel.

• Coordinate travel and professional development activities for the General Counsel and other attorneys in the Office of the General Counsel.

• Coordinate screening and handling of incoming calls, greeting and directing visitors, and answering questions.

• Maintain lists necessary for the effective operation of the Office of the General Counsel, including committee lists, administrative lists, and other mailing and distribution lists.

3. Calendar Management

• Coordinate meetings and associated logistics for the General Counsel and other attorneys in the Office of the General Counsel.

• Organize materials for meetings and scheduled appointments.

• Schedule rooms and related services for office-sponsored meetings and events, including food and beverage service as appropriate.

• Coordinate invitations and responses to office-sponsored meeting events.

• Prepare minutes and summaries of meetings.

4. Department Budget Management

• Assist in preparing annual departme