Administrative Assistant to General Counsel

This position provides advanced administrative and clerical support to the General Counsel and the Office of Legal Affairs, assisting with scheduling, correspondence, records management, and coordination of legal and compliance-related activities.

The Administrative Assistant serves as a key point of contact for the Office of the General Counsel and must exercise discretion, sound judgment, and professionalism when handling sensitive, confidential, and legally privileged information in a public-sector and unionized university environment.

DUTIES AND RESPONSIBILITIES:

Administrative and Office Support

· Provide comprehensive administrative support to the General Counsel, including calendar management, scheduling meetings, and coordinating deadlines.

· Prepare, format, proofread, and distribute correspondence, memoranda, reports, and other documents.

· Answer and route phone calls, emails, and inquiries in a professional and confidential manner.

· Serve as the primary point of contact for the Office of the General Counsel, interacting with campus departments, external counsel, state agencies, and other stakeholders.

Records and Confidential File Management

· Establish, maintain, and organize confidential legal and administrative files, both electronic and hard copy, in accordance with records retention requirements.

· Assist with tracking legal matters, deadlines, and correspondence.

· Handle sensitive documents related to litigation, employment matters, grievances, contracts, and compliance issues with discretion.

Coordination and Compliance Support

· Assist with coordination of meetings, hearings, trainings, and internal proceedings, including preparation of agendas and materials.

· Track and manage incoming and outgoing legal documents, requests, and approvals.

· Assist with administrative aspects of compliance efforts related to state and federal laws applicable to public universities, including IPRA, FERPA, ADA, and Title IX, as directed.

Financial and Operational Support

· Assist with processing invoices, purchase requisitions, travel documentation, and other administrative transactions for the Office of the General Counsel.

· Monitor office supplies and coordinate purchasing as needed.

General Office Functions

· Maintain office calendars, logs, and tracking systems.

· Provide backup administrative support to related executive offices as needed.

· Perform other duties as assigned to support the effective operation of the Office of the General Counsel.

MINIMUM REQUIREMENTS:

· High school diploma or GED.

· Three (3) years of progressively responsible administrative or clerical experience, preferably supporting executive leadership, legal offices, or public-sector organizations.

· Demonstrated ability to handle confidential and sensitive information with discretion.

· Proficiency in Microsoft Office applications (Word, Excel, Outlook) and office equipment.

PREFERRED QUALIFICATIONS

· Associate’s degree or higher.

· Experience working in a legal office, higher education institution, or governmental agency.

· Familiarity with public-sector operations, records management, or compliance requirements.

· Experience working in a unionized environment.

KNOWLEDGE, SKILLS, & ABILITIES:

· Strong organizational and time-management skills with attention to detail.

· Excellent written and verbal communication skills.

· Ability to manage multiple priorities and meet deadlines.

· Professional demeanor and customer service orientation.

· Ability to work independently and as part of a team.

· Ability to exercise discretion and maintain confidentiality at all times.

PHYSICAL DEMANDS/ Physical Demands

· Office-based position with standard business hours; occasional extended hours may be required to meet operational needs.

· Ability to sit for extended periods, use a computer, and handle files and documents.