Executive Assistant I - Legal

OhioHealth•Columbus, OH

About The Position

This position supports OhioHealth’s Legal department. The Executive Assistant professionally represents OhioHealth when greeting internal customers, clients, guests, and vendors. The role calls for a polished, articulate, forward-thinking person who anticipates needs and solves problems quickly and accurately. As an integral member of an executive’s or leader’s team or department, the assistant performs a variety of duties to help leadership advance the organization’s strategic goals. The work includes complex calendar management for more than one executive or business leader; management and prioritization of communications; meeting preparation and coordination; fiscal and travel support; use of organizational technologies and software; and secure management of paper and electronic records. The position also provides responsive service, supports projects, may supervise or mentor administrative staff depending on the position, and performs general office support and other duties as needed. As part of a High Reliability Organization, the role requires focus on safety, quality, and efficiency. The job profile is an overview, not an exhaustive list, and may change at any time.

Requirements

High school diploma or GED.
Three to five years of progressive office experience in a law firm or corporate legal department, or demonstrated related administrative experience.

Responsibilities

Manage complex calendars for multiple executives or business leaders, including scheduling, time management, organization, and prioritization of appointments and meetings.
Review, organize, and prioritize executive email; greet and screen callers; manage and delegate information requests; and prepare correspondence, presentations, memos, and research using office software.
Create and manage agendas and meeting invitations; coordinate catering; gather and distribute meeting materials; arrange audio/visual needs; and take minutes as needed.
Process purchase orders, travel and expense reports, mileage, and travel cash advances accurately and on time; coordinate with Accounts Payable, Procurement, and other fiscal offices; and use enterprise systems such as PeopleSoft or Workday.
Use and stay current on new or updated organizational technologies, operate specialty software, and provide technology guidance to executives as needed.
Organize, retrieve, and securely manage paper and electronic records; coordinate network or shared drives; follow records-retention policies; and arrange long-term storage as appropriate.
Anticipate executive needs, provide responsive service to customers, peers, and OhioHealth associates, and balance independent work with teamwork while supporting multiple leaders.
Maintain confidentiality and discretion by protecting private and secure information and following applicable policies, procedures, standards, and guidelines.
Lead or assist with projects as required and apply critical thinking to identify alternative solutions and approaches to problems.
Depending on the position, help develop and support additional administrative staff through supervision or mentoring.
Provide general office support, including answering and directing calls, greeting visitors, managing email on behalf of a leader, ordering supplies, coordinating office equipment maintenance, organizing shared office areas, and distributing mail.
Perform other duties as assigned or required.
Focus on safety, quality, and efficiency while performing job duties.