Job Description

Location: Steward Health Care
Posted Date: 1/6/2023

The Executive Assistant for Legal oversees, manages, and performs a wide range of administrative and office support activities for the Executive Vice President / General Counsel, the Legal Department, and/or managers to facilitate the efficient operation of the organization.

Responsibilities:

  • Maintain individual and office calendar and assist in scheduling to coordinate efficient work flow;
  • Answer telephones and transfer calls to appropriate staff members;
  • Ensure consistent customer focus and continue strong relationship building;
  • Open, sort, and distribute incoming correspondence, including faxes and email;
  • Interact with clients, vendors, and visitors;
  • Prepare appropriate responses to correspondence containing routine inquiries;
  • Coordinate and retrieve organizational documents, records, and reports;
  • Make travel arrangements for staff as requested;
  • Create and modify documents such as invoices, spreadsheets, database reports, memos, letters, and financial presentations using the appropriate applications;
  • Advise Senior Management of any work-related issues to ensure an orderly and efficient office operation;
  • Conduct research, compile data, and prepare presentations as requested by EVP;
  • Set up and coordinate meetings and conferences, and if requested, attend meetings in order to record minutes. Compile, transcribe, and distribute minutes of meetings to attendees;
  • Serve as liaison among EVP, Senior Management, other divisions, and other administrative support staff;
  • Maintain confidentiality in all aspects of client, staff, and agency information;
  • Prepare and maintain training curriculum and provide training for, and back-up to, other administrative personnel;
  • Participate and assist on cross-functional teams if asked by EVP and Senior Management;
  • Sign for and distribute UPS/FedEx or similarly-delivered packages;
  • Support all staff in projectbased work or anything asked by EVP and Senior Management in relation to general office coordination;
  • Demonstrate respect and regard for the dignity of all patients, families, visitors, and fellow employees to ensure a professional, responsible, and courteous environment;
  • Performs other duties as assigned.

Required Knowledge & Skills:

  • Strong computer skills
  • Advanced writing, analytical, and problemsolving skills;
  • Knowledge of principles and practices of organization, planning, records management, and general administration;
  • Ability to operate standard office equipment, including but not limited to, computers, telephone systems, calculators, copiers, and facsimile machines;
  • Ability to communicate effectively, follow oral and written instructions, and work well either alone or as part of a team;
  • Strong attention to detail; and
  • Familiarly with legal-related issues and terminology

Education / Experience / Other:

Education: High school diploma required; college degree preferred.

Experience: Minimum 3-5 years work experience as Executive Assistant at the “C” level. Prior experience in legal office preferred.

Software/Hardware: Proficiency in Microsoft Suite and Outlook

Application Instructions

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