Executive AssistantSanta Clara University • Santa Clara, CA, United States

Executive Assistant

Santa Clara University • Santa Clara, CA, United States

1 day ago

Job type

Full-time

Job description

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 department budgets for the Office of the General Counsel.

Prepare budget and expenditure reports as needed.

5. Contract Management

Maintain and manage drives and folders with executed contracts, contract templates, and other materials needed for contract management.

Manage contracts email in-box.

Maintain and manage contracts tracking and other contract management spreadsheets.

Under the supervision of counsel, create service and other agreements using template forms.

6. Special Projects and Other Duties as Assigned.

C. QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the ability to effectively establish and maintain cooperative working relationships within an inclusive multicultural environment and to promote and contribute to a respectful workplace.

Knowledge

Supportive of the University's mission and values and the values and ideals of a Jesuit educational institution.

Skills

Strong experience with Google Workplace tools, including but not limited to Gmail, Google Drive, Google Docs, and Google Slides.

Strong calendaring experience, preferably with Gmail.

Proficiency with database management software.

Willingness to learn and master new software, including but not limited to Workday, T4, Gemini, 25Live, and other software tools and artificial intelligence applications to support the activities of the Office of the General Counsel.

Strong interpersonal skills and good judgment with the ability to deal effectively with all levels of faculty, administration, staff, and outside parties, including opposing counsel.

Exceptional and professional oral and written communication skills.

Abilities

Ability to maintain confidentiality and use discretion and tact in dealing with others.

Strong organizational skills with the ability to handle multiple tasks in a fast-paced environment and follow through on delegated projects to completion in a timely fashion.

Self-directed, team orientated, willing to take initiative, ability to shift priorities, and ability to adjust quickly to change.

Poised under pressure and able to maintain positivity and composure in stressful situations.

Education

Bachelor's degree required.

Paralegal certificate or experience in a legal office preferred.

Years of Experience

5+ years of relevant experience required.

Professional higher education experience preferred.

D. PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

Considerable time is spent at a desk using a computer terminal.

May be required to travel to other buildings on the campus.

May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.

May be required to occasionally travel to outside customers, vendors or suppliers.

This position requires the ability to work in-person at the University at least three (3) business days per week, with the option for some remote work with the approval of the General Counsel. Specific schedules must be approved in advance and may be adjusted when needed to meet the needs of the position, the office, and / or the University.

E. WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

Typical office environment.

Mostly indoor office environment with windows.

Offices with equipment noise.

Offices with frequent interruptions.

Telecommute

Santa Clara University is registered to do business in the following states : California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

EEO Statement

Equal Opportunity / Notice of Nondiscrimination

Santa Clara University is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, ethnicity, national origin, citizenship, ancestry, religion, age, sex, sexual orientation, gender, gender expression, gender identity, marital status, parental status, veteran or military status, physical or mental disability, medical conditions, pregnancy or related conditions, reproductive health decision making, or any other characteristic protected by federal, state, or local laws. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, please visit the Office of Equal Opportunity and Title IX website at

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please visit the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

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