Executive & Legal Assistant

UC Law SF • San Francisco, CA

2d • Hybrid

About The Position

UC Law SF is seeking a highly motivated individual with administrative and/or law-office experience for the Executive and Legal Assistant position to work in the Office of the General Counsel and the Office of the Chief Financial Officer. This individual will report jointly to the General Counsel and the Chief Financial Officer and assist on a wide variety of issues pertinent to a public institution of higher education; provide administrative assistance to the General Counsel and the Chief Financial Officer; and manage administrative functions of the Office of the General Counsel and the Office of the Chief Financial Officer. Due to the volume of work in the two offices, a candidate must be adept at prioritizing competing deadlines. A candidate must be organized and detail-oriented with excellent clerical and computer skills.

Requirements

• Experience as an executive assistant in a legal or C-suite executive office, as a legal assistant, or the equivalent.
• Ability to recognize and maintain the confidentiality of sensitive College issues and information.
• Ability to prioritize work assignments and meet established deadlines.
• Ability to communicate effectively both orally and in writing (there will be a writing exercise as part of the interview process).
• Ability to represent the Office of the General Counsel and the Office of the Chief Financial Officer in a pleasant, professional and efficient manner; and to interact effectively with board members, faculty, staff and students while projecting confidence, understanding, competence and concern.
• Excellent command of spelling, punctuation and grammar.
• Excellent organizational skills with strong attention to detail and capacity to achieve high quality and accuracy in work.
• Proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook.
• Proficiency in Adobe Acrobat, Zoom, Box and DocuSign.
• Ability to logically analyze information and recommend an effective course of action.
• Ability to effectively draft correspondence and documents, including any required redactions, with proper formatting.
• Ability to evaluate the validity/reliability of information and identify factual omissions and inconsistencies with application of relevant rules.
• Ability to manage multiple tasks simultaneously and effectively.
• Ability to work under the supervision of an attorney, understanding necessity of issue spotting and advising management of work progress and any unusual situations.
• Ability to work efficiently under time pressures and deadlines in a fast-paced environment.
• Adaptability to changing environments.
• Sound judgment.
• Exemplary personal and professional integrity and business ethics.

Nice To Haves

• Proficient knowledge of basic legal and/or financial concepts, terminology, principles, documentation, and procedures.
• Experience with laws and regulations relevant to the Office, such as the California Public Records Act and the Family Educational Rights & Privacy Act (FERPA).
• Experience in higher education.
• California Notary Public commission.
• Baccalaureate degree.

Responsibilities

• Maintains General Counsel’s appointments calendar.
• Coordinates travel for General Counsel and Chief Financial Officer.
• Organizes materials for General Counsel’s and Chief Financial Officer’s use in future appointments.
• Handles reimbursements and generates purchase orders, check requests and expense requests.
• Greets guests and provides front desk/reception duties.
• Monitors, maintains and orders office supplies.
• Maintains and organizes office records.
• Supports members of the College’s Board of Directors to keep them engaged and informed regarding their leadership activities.
• Prepares, coordinates and circulates materials for meetings of the College’s governing and advisory boards: the College’s Board of Directors, the Academic Village Finance Authority, and boards and corporate structures supporting the College’s real estate development efforts, including notice and agendas pursuant to the state’s open meeting laws.
• General office administration to include correspondence, telephones, filing, meetings arrangements, and other duties and responsibilities as assigned.
• Prioritizes competing deadlines.
• Performs special projects and tasks and other duties as assigned.
• Processes California Public Records Act requests and reviews and compiles responsive documents for disclosure.
• Supports other law and policy functions.

Benefits

• Comprehensive medical, dental and vision insurance coverage
• Flexible Spending Accounts for transportation-related, healthcare and dependent care expenses
• Employee Assistance Program
• Life Insurance, Disability Insurance, and Legal Insurance
• University of California Retirement Plan (a defined benefit plan)
• Deferred Compensation Plans/Pre-tax Retirement Savings Programs
• Fifteen paid holidays per year
• Generous vacation and sick leave
• Commuter Benefits Program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree