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Organization TypePublic Interest
Years of Experience
Date Last Verified
Executive Legal Assistant Duties: Accomplishes tasks across internal lines; demonstrates organization savvy; strong influencing and persuading skills; discretion and independent judgement. Meets commitments and deadlines; demonstrates change management skills and strong business acumen. Responsible for performing a variety of administrative tasks, project work, and paralegal work related to assuring full team success and compliance with the legal requirements applicable to a nonprofit. Will assist the EVP/Counsel, her direct reports and external counsel or internal legal staff with administrative support and related legal compliance requirements applicable to a nonprofit organization. Additional tasks include, coordinating video-conference and in-person meetings with internal and external stakeholders, preparing agendas and meeting minutes, Power Point presentations and other materials necessary for gatherings and events, coordinating travel and expense reimbursement, and assisting the EVP/Counsel in supporting the Office of the President and CEO, and the Board Secretary of The California Endowment (TCE). Serves as EVP/Counsel’s point of contact and liaison with TCE Board members, Executives, administrative and program staff, and external visitors and contacts; Maintains comprehensive understanding of the workflow of the EVP/Counsel’s Office; keeps current on administrative systems; understands, anticipates, and manages the EVP/Counsel’s schedule; maintains the department calendar, assists the EVP/Counsel in preparing for executive team meetings, retreats, and direct report meetings; assembles materials for meetings and follows up with deadline reminders as appropriate; Screens telephone calls thoroughly and with courtesy and diplomacy; provides preliminary information to internal and external callers as appropriate; directs inquiries and requests as needed; and provides back-up administrative support to the President/CEO and the Board Secretary, when necessary; Reads and reviews all incoming correspondence, contracts and expense reports and other documentation prepared for executive’s signature to ensure accuracy and appropriateness; effectively composes routine communications; assists and supports special projects as assigned; Handles all administrative functions for the EVP/Counsel including: making travel arrangements; drafting letters for signature; editing correspondence; timely preparation of expense reports and check requests, scheduling meetings and managing appointments; proofreading; coordinating internal and outgoing mail; and maintaining functional and confidential filing systems (electronic and hard copy); Assists with preparing and tracking the department budget. Performs initial review of invoices including outside counsel fees, tracks and code fees and expenses throughout the year, and processes invoices through an internal system for approval and payment. Conducts monthly budget review and reconciliation and work closely with Finance staff to resolve questions; Prepares and formats minutes, correspondence, agendas, reports, and other documents as needed; tracks TCE trademarks and coordinates with EVP and outside counsel in keeping track of legal memoranda and documents; In the absence of leadership, exercises initiative and judgment in responding to concerns (both internal and external) or, if unable to assist, promptly refers to the appropriate party or department and follows up to ensure problem resolution; Helps to ensure that the Office of the President/CEO, of which the EVP/Counsel is part, runs seamlessly by providing confidential, professional, effective, efficient and collaborative support to the department and this position’s colleagues; Assists the EVP/Counsel in scheduling annual Conflict of Interest, Advocacy and other foundation-wide trainings; prepares and distributes training notices; tracks attendance, and assists the EVP/Counsel in tracking key Foundation-wide policies. Undertakes electronic and other research under EVP/Counsel supervision; Attends appropriate professional development seminars and perform other tasks as assigned.
Qualification and Experience
Qualifications: Bachelor’s degree preferred. Certified Legal Assistant, Registered Paralegal or experience supporting attorneys a plus. 5+ years of experience providing executive support to Senior Executive(s) in a non-profit, philanthropic or legal environment; demonstrated ability to prioritize and manage multiple tasks and projects efficiently; experience working in a non-profit, public sector, philanthropic or legal office environment a plus. Strong organizational skills, including the ability to set priorities, juggle multiple tasks, organize time, conduct research, identify resources for projects and track details in a fast-paced, dynamic environment. Superior verbal and written communications skills, including proofreading and editing, and the ability to communicate in a concise and collegial way; polished telephone manner. Keen attention to detail; monitors and double checks work and information for accuracy and quality; ability to pay close attention to detail without losing sight of the bigger picture. Handles confidential information appropriately; understands and respects sensitive nature of information; and undertakes this responsibility with great care. Strong interpersonal skills, including relationship management, tactful negotiation and diplomacy; excellent judgement, integrity and character, maintains a polished, customer service demeanor. Flexibility to work as part of a team or independently to meet goals; self-directed to act and resolve issues; strong initiative & organizational skills; self-disciplined to meet deadlines and strong work ethic; ability to anticipate needs and be proactive. Ability to utilize technical information in making independent decisions and factual recommendations to the EVP/Counsel. Demonstrated proficiency in the use of office and word processing software databases, spreadsheets and electronic calendars; knowledge of Microsoft Office (Word, Excel, Access, PowerPoint) and Outlook. Must write succinctly and professionally and have experience with the management of executive team schedules, correspondence, and the organization and management of both electronic and paper confidential files. A background working with lawyers, as a legal secretary, legal assistant, paralegal or related legal professional is also preferred.
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