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Santa Clara University · 4 hours ago

Executive Assistant

Santa Clara, CA

Full-time

Hybrid

Senior Level

$41.06/hr - $49.27/hr

5+ years exp

Santa Clara University is seeking an Executive Assistant to provide executive level administrative support to the General Counsel and other attorneys in the Office of the General Counsel. The role involves office management, document preparation, coordination of travel and events, and ensuring confidentiality in all matters.

EducationHigher EducationUniversities

Responsibilities

Provide administrative support as needed to the General Counsel and other attorneys in the Office of the General Counsel

In furtherance of the General Counsel’s role as the chief legal officer and Secretary for the University, provide administrative support as needed to the Board of Trustees and committees of the Board of Trustees, including but not limited to those committees staffed by the General Counsel

Maintain and manage records of the Office of the General Counsel, including but not limited to records of claims and transactional matters, policies, trademark registrations, contract reviews, subpoenas, University governance records, and external counsel engagements, among others

In collaboration with the Office of the President, maintain and manage certain Board of Trustees records, including minutes and materials of the Board committees staffed by the General Counsel, trustee membership and term information, Board resolutions, and Board policies, among others

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

Qualification

Google Workplace toolsCalendaring experienceDatabase management softwareWorkdayInterpersonal skillsSelf-directedOral communicationWritten communicationOrganizational skillsTeam oriented

Required

Bachelor's degree required

5+ years of relevant experience required

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