Executive Assistant - System General Counsel
About The Position
The Executive Assistant provides high-level, confidential administrative support to the System General Counsel and other members of the Legal Department. The role helps ensure efficient operations and effective communication across the organization while handling sensitive legal, business, and personnel matters with sound judgment, discretion, and professionalism. The position manages complex calendars and meeting requests; coordinates appointments, travel, and schedules across system entities; serves as a primary administrative contact for the Office of the General Counsel; and supports meetings, Board and committee activities, outside counsel coordination, and legal expense reporting. It also assists with the administrative coordination of subpoenas, litigation, investigations, and regulatory matters under attorney direction. The Executive Assistant maintains files and confidential documents in accordance with departmental procedures, retention schedules, and legal hold instructions, and improves workflows through effective use of technology. The role requires a bachelor’s degree and at least five years of experience supporting senior legal executives. Healthcare or hospital experience is strongly preferred, as is experience supporting complex organizations with multiple stakeholders. The position is a day shift role with a stated salary range of $77,075.00–$119,466.00.
Requirements
- Bachelor’s degree required.
- Minimum of 5+ years supporting senior legal executives.
- Exceptional organizational and prioritization skills in a high-demand, fast-paced setting.
- Advanced written and verbal communication skills, including executive-level correspondence.
- High level of discretion, judgment, and professionalism.
- Ability to anticipate needs and proactively resolve issues.
- Strong relationship-building skills across clinical and administrative teams.
- Proficiency in Microsoft Office Suite and collaboration platforms.
- Ability to manage multiple priorities with accuracy and attention to detail.
- Demonstrated ability to support strategic initiatives and project coordination.
Nice To Haves
- Prior experience in a healthcare or hospital environment is strongly preferred.
- Experience supporting complex organizations with multiple stakeholders is preferred.
- Strong understanding of legal department operations and the healthcare environment is preferred.
Responsibilities
- Provide confidential executive administrative support to the System General Counsel and other members of the Legal Department.
- Manage a complex calendar, prioritize meeting requests, and coordinate appointments, travel, and scheduling across system entities.
- Serve as a primary administrative point of contact for the Office of the General Counsel, interacting with executive leaders, Board members, physicians, employees, outside counsel, and external organizations.
- Coordinate meetings, prepare agendas and materials, record action items as requested, and track follow-up assignments.
- Receive and route legal inquiries, correspondence, and time-sensitive documents to the appropriate attorney or department, escalating matters requiring immediate attention.
- Organize and maintain electronic and physical files in accordance with departmental procedures, confidentiality requirements, records retention schedules, and legal hold instructions.
- Support Board and committee activities, including coordinating legal review of materials and securely distributing confidential documents.
- Coordinate administrative activities with outside counsel, including processing engagement documentation, tracking invoices, and supporting legal expense reporting and budget monitoring.
- Assist with the administrative coordination of subpoenas, litigation, investigations, and regulatory matters under attorney direction, including scheduling and collecting requested materials.
- Process expense reports, purchase requests, and other departmental transactions accurately and promptly.
- Improve administrative workflows and use technology to strengthen document management, scheduling, communication, and departmental efficiency.
- Collaborate with executive assistants and administrative teams across the health system to coordinate priorities and support effective system operations.
- Exercise independent judgment within delegated administrative authority and refer matters requiring legal interpretation or advice to the appropriate attorney.
- Prepare agendas or presentations; attend meetings with the executive; and take, transcribe, and distribute notes or minutes.
- Prepare and submit expense reports on behalf of the executive.
- Screen visitors, phone calls, emails, and physical mail.
- Maintain executive calendar schedules, confirm appointments, arrange meeting rooms or facilities, and make and confirm travel plans.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Senior
