Executive Assistant, Office of General Counsel

About the position

The Executive Assistant is responsible for the overall executive-level management of the Office of the General Counsel, administrative support to the Vice President for Legal Affairs, Secretary and General Counsel, and supervision and coordination of the daily operations of the Office of the General Counsel consisting of, four attorneys, the office of government affairs, one administrative assistant, law interns, legal fellow and work-study students. The Executive Assistant will also be responsible with assisting the Vice President with other areas and business functions within the Vice President's portfolio/responsibilities.

Responsibilities

• Assist the General Counsel with the day-to-day operations of the Department and work collaboratively with the attorneys and other employees/support staff.
• Serve as the liaison between the Office of the General Counsel and the University President's staff, Board of Trustees, members of the administration, faculty, staff, students and outside counsel.
• Manage an extensive calendar including: scheduling and arranging meetings, conference calls, appointments, travel plans and seminars.
• Review an extensive volume of daily emails for: to do items, requests, inquiries, scheduling of meetings, conference calls, appointments and follow-ups.
• Oversee and process for payment all office-related invoices.
• Open and review all mail together with the General Counsel and handle as requested.
• Screen and monitor all incoming calls to the General Counsel.
• Format, create, produce, edit and proofread correspondence and other written material.
• Review monthly expense statements and appropriately allocate charges.
• Process all employee transactions.
• Review and authorize timecards for attorneys and staff.
• Handle the coordination of interviews for law interns, attorneys and support staff.
• Organize and maintain working files, general files and confidential files, including physical and electronic files.
• Providing limited administrative support to the other members of the legal office.
• Order and maintain inventory of office supplies and equipment.
• Primary contact for office software and equipment.
• Maintain Excel office spreadsheet.
• Troubleshoot office equipment.
• Maintain the website for the Office of the General Counsel.
• Notarize documents.
• Assist the General Counsel prepare for meetings of the Board of Trustees; gather and disseminate information prior to meetings, take minutes, when required; prepare and proofread minutes.
• Coordinate and schedule meetings for the Governance Committee and other Board Committees; assist the General Counsel prepare for meetings; gather and disseminate information prior to meetings; prepare and proofread minutes; and act as gatekeeper of all Committee minutes and materials.
• Request copies of minutes of meetings from all affiliates for the Boards of Overseers.
• Coordinate and schedule Annual Meetings for Yeshiva University in Israel; assist the General Counsel and Associate General Counsel prepare for meetings; and gather and disseminate information prior to meeting.
• Distribute and assist in obtaining necessary forms and information from members of all Boards.
• Prepare documentation for board meetings via board portal software.
• Act as gatekeeper of all Board minutes and materials.
• Maintain and update board contacts lists.
• Coordinate and schedule General Counsel's Council meetings and event; work with General Counsel preparing list of pro bono projects and assignments.

Requirements

• Bachelors Degree.
• 5+ Years of relevant work experience at EA level. Senior level Legal Secretary and/or Executive Assistant to senior executive experience preferred.

Benefits

• Supportive and stimulating workplace with tangible employee benefits.
• Opportunities for advancement.
• Strong sense of purpose.
• Work environment that prioritizes well-being and work-life balance.
• Culture of mutual respect.