Executive Assistant, Dallas
Job Description
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 projectbased 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 problemsolving 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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