Executive Assistant to General Counsel and OU Board

Position Title:

Department:

Job Description:

Executive Assistant to General Counsel and OU Board

• General Description:
  Performs comprehensive and critical administrative and logistical support for Legal team and Board of Directors.  Responsibilities include but are not limited to managing complex calendars/schedules, handling confidential information, and providing efficient critical administrative support on a daily basis.  

  Essential Responsibilities:
  Board of Directors Support:

• Prepare comprehensive board meeting agendas, materials, and presentations, ensuring all necessary documents are distributed to directors in a timely manner.
• Coordinate logistics for board meetings, including scheduling, venue arrangements, catering, and A/V setup.
• Take detailed minutes during board meetings, capturing key discussions, decisions, and action items.
• Follow up on assigned action items from board meetings to ensure timely completion.
• Maintain accurate and up-to-date board records and documentation.
• Assists the GC in further building relationships with board member and partners, effectively engaging with these supporters in the organizations important work.
• Fields inquiries from Board Members and other VIPs in a professional and timely manner, informing the executives and appropriate staff of the inquiries and actions taken.

• Legal Administrative Support:

• Manage a complex calendar for our Chief Legal Officer, scheduling appointments, meetings, and travel arrangements.
• Prepare and proofread legal documents, correspondence, and presentations.
• Maintain electronic and paper filing systems for legal documents, ensuring compliance with legal and company policies.
• Conduct legal research, gather relevant information, and compile data as needed.
• Assist with expense reports.
• Facilitates regular meetings of the legal team; composes agendas; develops, assembles, and distributes meeting materials; and drafts meeting minutes and summaries of outcomes and other actions.
• Organizes the legal leadership meetings, as well as team building and professional development activities for the legal team. 
• Monitors incoming mail, email, and phone calls, routing inquiries to the appropriate persons or departments for further action.
• Prioritizes key actions to be taken by the executives, ensuring the expeditious handling of various matters requiring their attention, often under tight deadlines and against the backdrop of competing priorities.
• Facilitates the equitable and efficient utilization of the executives’ time and energy through the development and coordination of active calendars of appointments, meetings, and engagements with responsibility for planning and coordinating travel and logistics and assisting in the development of materials and other collaterals that support the same.
• Act as primary point of contact for internal and external stakeholders regarding legal matters and board communication.
• Screen incoming calls and emails, directing inquiries to appropriate legal team members as needed.
• Liaise with other departments to gather information and coordinate cross-functional projects.

• General responsibilities:

• Performs other duties as assigned.

• Minimum Qualifications:
  Education:

• Bachelor’s degree required.

• Experience:

• Minimum of 3 years of experience as a legal executive assistant
• Experience in supporting a Board of Directors preferred.

• Certifications: 

• None

• Knowledge, Skills and Abilities:

• Expert level experience in Microsoft Office Suite (Word, Excel, PowerPoint) required.
• Experience working with legal document management systems and calendar applications required.
• Excellent communication and interpersonal skills, with the ability to interact effectively with senior executives, legal professionals, and board members.
• Strong organizational skills with meticulous attention to detail and ability to manage multiple priorities effectively.
• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.
• Proven ability to anticipate needs and proactively address issues.
• Strong project management skills with the ability to independently manage tasks from initiation to completion.
• Knowledge of corporate governance practices and board dynamics.
• Experience in legal research and document preparation.
• Ability to work under pressure and meet tight deadlines.
• Professional demeanor and strong work ethic.
• Must be able to lift 25 lbs.
• Excellent verbal and written communication skills.
• Must have the ability to manage multiple tasks simultaneously.
• Must have strong organizational and computer skills (Microsoft Office Suite).
• Excellent telephone skills.

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OU Health is an equal opportunity employer. We offer a comprehensive benefits package, including PTO, 401(k), medical and dental plans, and many more. We know that a total benefits and compensation package, designed to meet your specific needs both inside and outside of the work environment, create peace of mind for you and your family.