Legal Secretary II

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Legal Secretary II
Duties: Provides confidential administrative support to University’s legal staff, Assistant Secretary of the Board of Trustees/Counsel, and to Coordinator of Board Support. Provides secretarial support in specific legal areas and for board work. Manages day-to-day administrative functions for the University’s legal staff, specifically the Assistant Secretary of the Board of Trustees/Counsel, and Coordinator of Board Support. Oversees and administers day-to-day activities, ensuring productive and efficient office operations, and serves as first point of contact and liaison with internal and external constituencies on a wide range of issues. Greets visitors to the office and answers, screens, and directs incoming telephone calls. Schedules and coordinates appointments, meetings, and other events. Monitors, distributes, and appropriately manages incoming and outgoing mail, email, faxes, and all documents. Shreds confidential documents; delivers mailings (including bulk mailings) to off-campus express-mail or other mail delivery sites. Monitors and maintains equipment (i.e. printers, fax, copier, computers, and multi-line phones). Contacts service personnel, when needed. Coordinates the ordering and stocking of office supplies (i.e. paper, letterhead, envelopes, receipts, and files) and sundry items. Provides shared departmental reception coverage and backup support for other secretarial staff, as required. Provides primary backup support for Coordinator of Board Support and Assistant to Senior Vice President and General Counsel. Makes travel arrangements as requested. Performs all aspects of general legal secretarial work, including routine drafting of memoranda, letters, and other communications under attorney or paralegal supervision. Arranges for storage, pick up, and retrieval of files and maintains up-to-date list of files in storage. Processes departmental bills, outside counsel invoices, and reimbursement requests for payment. Tracks Continuing Legal Education requirements and professional organization memberships as assigned. Performs basic legal and internet research as requested. Assists Coordinator of Board Support with all aspects of governing board work for the University, its related entities, corporations/limited liability companies. Prepares memoranda, letters, and other communications with respect to Board work. Assists with attendee registration and meeting/program activities of the Board at meeting site(s). Assists with preparation and assembly of electronic and printed materials for Board and committee meetings, including Trustees’ and Directors’ meeting books and directories. Inputs information into, updates and maintains database of information regarding Trustees, Directors, Administrators and other board-related personnel. Assists with set up and maintenance of merge templates for Trustees’ and Directors’ meeting books, directories, and other documents as needed. Assists with the distribution of announcements, emails, and mailings to boards’ members and administrators as needed (including communications during non-business hours). Assists with organization and maintenance of electronic and printed corporate minute books and corporate documents of more than two dozen corporations/limited liability companies.

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