Executive Assistant to the General Counsel Job at Bethune-Cookman University in

Bethune-Cookman University

Executive Assistant to the General Counsel

Reporting Structure: General Counsel

Division: Legal Affairs

JOB SUMMARY

The Executive Assistant to the General Counsel will work closely with the Acting General Counsel in the Office of Legal Affairs, providing administrative support with various legal projects and maintaining efficient daily operational organization of the office. This position reports directly to the General Counsel and requires a high level of confidentiality.

ESSENTIAL FUNCTIONS

• Performs highly confidential administrative duties that require broad and comprehensive knowledge of the organization’s policies, procedures and operations
• Prepares, maintains, and organizes confidential legal files and databases, schedules meetings, makes travel arrangements, maintains calendar, drafts correspondences, files, makes copies, answers telephone calls, and performs other administrative duties
• Research, compiles, organizes, and prepares legal documents and forms for review and approval
• Maintains, summarizes, and provides status updates of litigation files
• Provides legal research assistance to the Acting General Counsel
• Responds to and gathers necessary documentation for legal requests, such as subpoenas, and discovery requests
• Performs, coordinates, and monitors special projects for compliance with local, state, and federal, laws
• Manages budget as directed by the Acting General Counsel, including preparing requisitions, and performing budget transfers
• Responsible for maintaining office supply inventory
• Facilitates and manages contract legal review and completion process
• Performs other related duties and responsibilities as assigned

EDUCATION and EXPERIENCE

• Bachelor’s degree preferred, and/or 5 years of equivalent work experience, preferably in a legal setting
• Advanced knowledge in Microsoft Office applications including Outlook, Excel, PowerPoint, Budgeting, etc.
• Legal Files and Jenzabar knowledge is preferred, but not required
• Standard knowledge of how to use office equipment, such as copier, scanner, fax machine, etc.

REQUIREMENTS

• Working knowledge of legal terminology, local, state, and federal laws
• Must have the ability to work independently
• Excellent writing and oral communication skills
• Ability to manage a calendar, and compose and prepare reports, records and correspondence
• Ability to understand and execute complex written and oral instructions
• Must have access to a motor vehicle
• Strong organizational, project management and problem-solving skills; adept at multi-tasking
• Must be highly motivated, energetic, personable and comfortable working with higher-level management
• Flexible and adaptable to job tasks and assignments
• Notary or the ability to become one upon hire is preferred

ENVIRONMENTAL/PHYSICAL CONDITIONS

• Working environment in a normal business office setting
• Demands normal manual dexterity and visual and auditory acuity
• Typically, the incumbent may sit comfortably to do the work. However, there may be some walking, standing, bending, or carrying of light items
• Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time
• Occasional evening and weekend work may be required

The University does not discriminate on the basis of race, color, national and ethnic origin, sex, retaliation, marital status, religion or disability, or any other applicable local, state or federal regulation. Inquiries regarding provisions for persons with disabilities, equal employment opportunity and Title IX matters should be directed to the Office of Human Resources at 386-481-2049.

The university reserves the right to modify job descriptions at any time in its' attempts to improve the operations of the university