Executive Assistant, Dallas

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