Legal & Executive Assistant

UC Law SF • San Francisco, CA

16h • Hybrid

About The Position

The Office of the General Counsel provides legal services and advice to the Board of Directors, the Chancellor & Dean, and senior leadership on a wide variety of legal issues affecting staff, faculty, academic life and administrative matters. Substantive areas include governance, policy, compliance (including ethics), labor relations, real estate, contracts, torts, visa processing, public records and employment law. The Office of the General Counsel plays a key role in finding innovative solutions to its clients’ needs and strategic planning. UC Hastings is seeking a highly motivated individual with administrative and/and/or law-office experience for the Legal & Executive Assistant position to work in the Office of the General Counsel. This individual will report to the General Counsel and assist on a wide variety of civil issues pertinent to a public institution of higher education; provide administrative assistance to the General Counsel; and manage administrative functions of the Office of the General Counsel. Due to the volume of work in the General Counsel’s office, a candidate must be adept at prioritizing competing deadlines. A candidate must be organized and detail-oriented with excellent clerical and computer skills.

Requirements

• Baccalaureate degree preferred
• Experience as an administrative or executive assistant, preferably in a legal or executive office, or as a legal assistant
• 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
• Ability to represent the Office of the General Counsel in a pleasant, professional and efficient manner; 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 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

Responsibilities

• Processes California Public Records Act requests and reviews and compiles responsive documents for disclosure
• Supports other law and policy functions
• Maintains General Counsel’s appointments calendar
• Coordinates travel for General Counsel
• Organizes materials for General Counsel’s use in future appointments
• Handles reimbursements and generates purchase orders, check requests and expense requests
• Prepares draft budgets for the office under the General Counsel’s direction
• 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 Board meetings, 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

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
• 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: Part-time
• Career Level: Mid Level