Executive Assistant To General Counsel

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Executive Assistant to General Counsel
The candidate reports directly to the general counsel, who reports directly to the president. Manages the legal affairs of the university, including provision of legal advice and assistance to the president, provost, central administration, deans, directors and faculty, as well as the **MEMBERS ONLY**SIGN UP NOW***. (OSU) Board of Trustees. Works under frequent short deadlines and multiple time demands. Provides confidential executive support to the general counsel, and the five other attorneys in the OGC, as assigned. Provides issue and project management, as well as primary administrative and clerical support in all areas including, without limitation, collective bargaining, labor relations, strike planning, contract administration, claims against the university, litigation, and sensitive student and personnel matters. Independently manages all functions of the very active law office and provides overall direction for office operations. Anticipates needs and proactively problem-solves. Coordinates the general counsel’s calendar and the calendars of the five other attorneys, as assigned. Reviews requests for time and gauges them against the needs of the attorneys. Handles scheduling requirements for time, logistics, technology and materials for complex meetings; addresses incoming requests for meetings; prepares materials and staffs meetings as needed; anticipates schedule needs. Applies independent judgment to evaluate priorities, necessity, and appropriate adjustments to schedules in order to accommodate emerging needs. Composes and edits confidential and general correspondence, reports and memoranda. Locates, assembles and summarizes materials for office action. Tracks requests for assistance until assigned to an attorney or paralegal. Performs filing duties, including entering email and scanned notes into the electronic filing system. Utilizes the hard copy and electronic filing systems to retrieve records and information. Prepares legal documents, monitors deadlines. Manages travel for six attorneys, as assigned, including determining most appropriate itinerary according to professional and personal requirements; preparing all documents prior to and following travel; securing airline reservations, lodging, registration, and other logistical needs; and coordinating details at meeting/speaking site. Authorizes and submits invoices for payment. Orders supplies. Monitors the maintenance of office equipment. Answers telephones, providing general and/or specific information to callers; refers or routes inquiries to other appropriate offices; greets and receives office visitors. Serves as general counsel’s liaison with faculty, staff, students and the general public, providing responses to general questions and other concerns. Is expected to develop and maintain good working relationships on campus and the greater community. Assists general counsel with budget preparation and quarterly projections. Coordinates the review and payment of outside counsel invoices every month. Receives invoices from outside counsel, files them in the electronic filing system. Checks each invoice for proper rates and forwards to assigned attorney or paralegal for review. Receives reviewed invoices, enters them into department database, and distributes to paying department, or initiates payment protocol if paid by OGC. Manages sensitive short-to long-term projects as requested by the general counsel. These projects require the responsibilities and skills of understanding of objectives, the ability to work independently and meet deadlines, and research capabilities.Tracks continuing legal education and other Oregon State Bar licensing requirements for six attorneys. Prepares reports to the Oregon State Bar to demonstrate attorney compliance with Bar licensing requirements. Assists with other projects as assigned. Performs other duties as assigned. Assists general counsel in providing information and coordinates communication with HR Director and the OSU bargaining team in collective bargaining situations. Coordinates communications between parties to bring discipline or grievance issues to conclusion. Serves as a collaborator with other executive assistants on the 6th floor of Kerr to assist visitors and to observe and respond appropriately when needed.

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