Executive Assistant

Santa Clara University • Santa Clara, CA

69d • $41 - $49 • Hybrid

About The Position

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.

Requirements

• Knowledge Supportive of the University's mission and values and the values and ideals of a Jesuit educational institution.
• 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.
• 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.
• Bachelor's degree required.
• 5+ years of relevant experience required.

Nice To Haves

• Paralegal certificate or experience in a legal office preferred.
• Professional higher education experience preferred.

Responsibilities

• Provide administrative support as needed to the General Counsel and other attorneys in the Office of the General Counsel.
• Maintain and manage records of the Office of the General Counsel
• 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.
• 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.
• 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.
• Assist in preparing annual department budgets for the Office of the General Counsel.
• Prepare budget and expenditure reports as needed.
• 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.
• Special Projects and Other Duties as Assigned.

Benefits

• Santa Clara University offers a comprehensive benefits package for benefit eligible employees with programs and resources designed to promote and sustain personal health care, well-being, and the financial objectives of our employees and families.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 1,001-5,000 employees