The Governance and Administrative Coordinator is responsible for supporting Board of Trustees governance framework, efficient execution of projects involving the Board of Trustees, and assisting with implementing Board directives, as well as providing comprehensive administrative support to the General Counsel and Corporate Secretary, together with the balance of the attorneys in the Office of Legal Affairs. The ideal candidate with have demonstrated professionalism, strong organizational skills, attention to detail, meticulous planning, and the ability to work independently, exercise sound judgment with good discretion, and communicate smoothly with trustees, executives, fellow team members and other stakeholders.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Maintain lists of Board of Trustee data and forward required information to various departments as necessary and in accordance with the Board calendar.
• Respond to requests and other communications from trustees.
• Prepare and maintain the Board of Trustees minutes, committee minutes and official record books.
• Assist with preparation and delivery of materials for each Board of Trustees meeting and Executive Committee meeting.
• Assist with preparing Board of Trustees Board and committee minutes and excerpts.
• Prepare correspondence to trustees as directed by the Secretary and General Counsel.
• Assist with implementation of Board polices, including distribution, collection and maintenance of annual conflict of interest questionnaires.
• Set up Executive Committee meetings and special meetings of the Board of Trustees, including preparation and sending of notices of all meetings.
• Facilitate transition of new trustees, including welcome communications, collection of data, website edits, information packets and orientation.
• Maintain trustee and employee confidentiality pledges/agreements.
• Project management of Board of Trustees matters as assigned by the Secretary and General Counsel.
• Handle telephone calls, emails, mail and other communications from trustees, University personnel and outside parties.
• Coordinate and assist with routing of telephone calls, email, mail and other deliveries to Office of Legal Affairs.
• Attend various regularly scheduled team and unit meetings connected with areas of responsibility.
• Calendar meetings, appointments and deadlines and remind counsel of those that are time sensitive.
• Create and maintain filing systems (paper, electronic and Molly) for Office of Legal Affairs.
• Coordinate, format and forward approved legal services invoices to accounts payable.
• Track legal spending for cases covered by insurance through deductible/retention limits.
• Perform minor factual research.
• Do filing, administrative and general office tasks for legal staff.
• Draft correspondence with minor direction for attorneys.
• Create, format and revise documents, charts and spreadsheets for attorneys.
• Develop PowerPoint presentations for attorneys.
• Maintain Westlaw and legal publications, subscriptions and distribute subscription materials.
• Process expense report monthly for Governance and Administrative Coordinator’s business expenses.
• Maintain contact cards for attorneys.
• Maintain email groups for sending batch emails.
• Transcribe dictation occasionally for attorneys.
• Back-up Director of Administrative Operations for budgetary, human resources, student worker supervisory, payment and travel tasks.
• Remain abreast of existing and emerging technologies, processes, products, services and leading industry performance benchmarks.
• Work effectively as a team member, embracing and fostering LU’s mission.

SUPERVISORY RESPONSIBILITIES  

This position is responsible to back up the Director of Administrative Operations in supervision of non-legal staff.

QUALIFICATIONS AND CREDENTIALS

Education and Experience

  Required:

• At least three years of combined relevant experience as an office administrator, as a corporate executive assistant and/or working with a board of directors of a major organization.
• Excellent relationship management skills with proven ability to work with stakeholders at all levels of an organization.
• Proficient with Windows, Microsoft Word, PowerPoint, Microsoft Teams, Excel, keyboard touch typing, and video-conference technologies. 

  Preferred:                             

• Bachelor’s Degree.
• Experience with board management software and electronic board portal for communication, meeting material and collaboration (e.g., Boardvantage).
• Work experience in a sophisticated in-house legal department or mid-sized or large firm.