Executive Assistant - 248857 Job at Medix™ in New York

This range is provided by Medix™. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$80,000.00/yr - $100,000.00/yr

Direct message the job poster from Medix™

Account Executive, Allied Health at Medix™

Executive Legal Assistant

Healthcare Organization | Hybrid (NYC)

Position Summary

The Executive Legal Assistant serves as the lead administrative professional for the Legal Department, acting as the primary point of contact and information coordinator for the office. This role provides high-level administrative and legal support to the Chief Legal Officer (CLO) and legal staff, managing confidential matters, corporate records, litigation support, insurance documentation, and day-to-day departmental operations.

The ideal candidate is a seasoned legal administrative professional with strong organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced healthcare environment.

Key Responsibilities

Executive & Legal Administrative Support

• Serve as the primary administrative contact for the Legal Department, coordinating the flow of information into and out of the office
• Triage incoming calls and correspondence; respond independently when appropriate or route matters to the CLO and legal staff
• Prepare correspondence, reports, administrative documents, and initial drafts of legal documents for review
• Handle sensitive and confidential inquiries with professionalism and discretion
• Manage calendars and schedule meetings for the CLO and legal staff

Corporate Governance & Board Support

• Support the CLO in their role as Assistant Secretary
• Finalize and maintain board and committee minutes
• Organize and retain corporate governance documents, including certificates of incorporation, bylaws, and IRS determination letters
• Maintain electronic and hard-copy corporate records
• Respond to requests from auditors, outside counsel, and internal stakeholders for legal and governance documentation

Insurance & Risk Management Support

• Handle insurance verification and certificate requests for affiliated entities
• Coordinate with insurance carriers regarding renewals, documentation, and coverage requirements
• Track insurance policies and ensure coverage remains active
• Assist with processing insurance claims and related documentation

Litigation & Legal Matter Support

• Accept and process subpoenas and other legal documents
• Coordinate transmission of legal papers to insurance carriers and outside counsel
• Support litigation and discovery requests, including access to records and coordination with internal personnel
• Provide documentation and information to outside counsel as appropriate

Document & Contract Management

• Maintain and organize electronic legal files, including contracts, leases, litigation materials, and transactional documents
• Update and enter contracts into the department’s contract management database
• Ensure legal documents are properly indexed, stored, and accessible

Financial & Department Operations

• Prepare and maintain bi-weekly payroll documentation for the legal department
• Collect, track, and process invoices from outside counsel and vendors
• Monitor invoice approvals and follow up on outstanding payments
• Compile corporate card expense reports for executive leadership
• Coordinate office operations, including supplies, legal resource materials, and administrative needs

Additional Responsibilities

• Track and maintain Continuing Legal Education (CLE) credits for legal leadership
• Assist with audit-related documentation requests across affiliated entities
• Complete special projects and additional duties as assigned by the CLO

Qualifications

Required

• High school diploma or equivalent
• Minimum 5 years of experience in a legal or executive administrative role
• Strong experience supporting senior legal leadership in a professional environment
• Advanced proficiency in Microsoft Word, Excel, and PowerPoint
• Excellent written and verbal communication skills
• Ability to type at least 60 words per minute
• Exceptional attention to detail and document accuracy
• Ability to manage confidential and sensitive information
• Proven ability to multitask and prioritize in a fast-paced office setting

Preferred

• Associate’s or Bachelor’s degree
• Paralegal certificate strongly preferred
• Experience in healthcare, corporate, or regulated environments
• Familiarity with contract management and document databases

Schedule & Work Model

• Monday–Friday, 9:00 AM – 5:00 PM

Seniority level

Associate

Employment type

Full-time

Job function

Administrative

Industries

Legal Services and Law Practice