Executive Assistant - System General Counsel

Albany Medical Center•Albany, NY

9d•$77,075 - $119,466

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 supports efficient operations and effective communication across the health system while handling sensitive legal, business, and personnel matters with discretion and professionalism. The position manages complex calendars and scheduling, coordinates travel and meetings, prepares agendas and materials, records action items, and tracks follow-up. It serves as a primary administrative contact for the Office of the General Counsel and routes legal inquiries and time-sensitive documents to appropriate attorneys. The role also maintains physical and electronic files, supports Board and committee activities, coordinates administrative matters with outside counsel, and assists with expense reporting, budget monitoring, subpoenas, litigation, investigations, and regulatory matters under attorney direction. The Executive Assistant processes departmental transactions, improves administrative workflows using technology, and collaborates with administrative teams across the health system. The role exercises independent judgment within delegated administrative authority and refers matters requiring legal interpretation or advice to an attorney. This position may involve access to sensitive information, including HIPAA-protected health information, and requires compliance with need-to-know and minimum-necessary access and disclosure standards.

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 Legal Department members.
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, and promptly escalate 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 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.
Maintain confidentiality and protect sensitive information in accordance with applicable policies and standards.