Executive Assistant, Legal

7 days ago

New York, United States Trinity Church Wall Street Full time
POSITION SUMMARY

The Executive Assistant for Legal provides executive administrative support to the Chief Legal Officer (CLO) and other members of the Legal Department. This position serves as "gatekeeper" and "gateway" to the CLO and acts as a primary point of contact for internal and external constituencies on matters pertaining to the CLO. The role works closely with the Deputy Chief of Staff, and the Executive Assistants for the Rector, Vicar, COO and CLO direct reports to ensure smooth operations.

The annual salary range for this position is $100,200 to $115,300.

ESSENTIAL DUTIES AND RESPONSIBILITIES

General Administrative Support

  • Manage and maintain complex daily schedules for the CLO, other counsel and the paralegal, schedule meetings and events for the Legal Department, and notifying interested parties, attaching to invite/and or printing relevant meeting materials, and proactively prioritize calendar demands.
  • Manage detailed travel plans, itineraries, and agendas for the CLO and other members of the Legal Department; maintain travel/invoices, vouchers and records.
  • Organize, manage, facilitate effective information flow between the Legal Department and the rest of the organization.
  • Take meeting minutes, write reports, prepare correspondence, and prioritize items that need attention.
  • Prepare meeting materials, reference materials, and maintain files for all CLO meetings.
  • Ensure that the CLO is informed of upcoming commitments and responsibilities, following up appropriately and working closely with the COO direct reports, and SMT as needed.
  • Follow up on tasks and projects, including those of a sensitive or confidential nature. As directed by the CLO, determine appropriate course of action, referral, or response.
  • Prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
  • Manage direct communications to and from the CLO. Monitor CLO's email and screen calls to delegate follow-up to the appropriate staff and to escalate as needed.
  • Answer phones, file and manage paperwork, and mail letters for the CLO as needed.
  • Process law firm, consultant and subscription invoices and purchase orders for Legal Department.
  • Manage and update Legal Department vendor spreadsheet.
  • Process corporate card and expense reimbursements.
  • Draft and distribute weekly team meeting agendas.
  • Support weekly COO reporting.
Coordination with Internal and External Stakeholder Relations
  • Serve as administrative liaison and, on behalf of the CLO, communicating directly with administrators for COO, Senior Ministry Team, and key staff.
  • Serve as a backup to the COO's Executive Assistant and to the paralegal as needed.
  • Work with colleagues throughout Trinity to ensure smooth workflow in and out of the Legal Department.
  • Provide a bridge for efficient communication between the office of the CLO and internal departments.
  • Prepare, organize, and distribute time-sensitive and confidential materials.
  • Coordinate with the CLO and provide support to build and manage key relationships.
  • Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CLO updated.
  • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CLO.
  • Prepare draft correspondence or respond directly in writing to internal and external shareholders at direction of CLO.
Other
  • Adhere to confidentiality rules and all other Trinity Wall Street policies, procedures, and rules.
  • Perform all duties in a manner that promote Trinity's mission and core values.
  • Assume other related responsibilities and special projects as required.
REQUIRED KNOWLEDGE, SKILLS, AND ACTIVITIES
  • Demonstrate the ability to maintain discretion, confidentiality, and professionalism.
  • Able to anticipate needs of executives and adapt to shifting priorities.
  • Demonstrated ability to work as a confidante and partner to senior leaders, managing up and anticipating needs.
  • Exemplary organizational skills.
  • Excellent verbal, written and interpersonal communication skills.
  • Proficient with PC and Mac environments, MS Office applications, relational databases, and contracts management software.
  • Able to do document conversion, and to provide basic IT and technical support.
  • Able to delegate and manage details.
  • Excellent electronic and paper file management skills.
  • Familiarity with the Episcopal Church.
  • The ability to work a flexible schedule with periodic weekend and evening work required
  • Expert written and verbal communication skills.
REQUIRED AND PREFERRED EDUCATION, EXPERIENCE, AND CREDENTIALS
  • A bachelor's degree is required.
  • Five years of work experience. Experience supporting C-Level Executives in a mix of non-profit, for-profit and government organizations preferred.
  • Experience working with diverse groups of people.

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