00002112 - Assistant to the General Counsel

The Assistant to the General Counsel provides high-level administrative support, ensuring the efficient operation of the Office. This role involves gathering, maintaining and handling confidential information; managing schedules; coordinating meetings and assisting with special projects and events. The ideal candidate will possess excellent organizational skills, a strong attention to detail, and the ability to work independently.

Requisition ID: 
Position Number:  00002112
Department: General Counsel
Employee Group: Professional, Management, & Administrators (PMA)
Schedule: 40 Hours/52 Weeks
Compensation: OP4, $55,561 per year
Benefits: Full Time
Reports to: General Counsel
Posting Opens: 
Posting Closes: 

ESSENTIAL FUNCTIONS

Administrative Support

  • Manage and maintain the General Counsel’s calendar, scheduling appointments, meetings and travel arrangements.
  • Screen and prioritize incoming communications (emails, calls and mail).
  • Prepare, edit, maintain and send correspondence, reports, presentations and other documents.
  • Handle confidential information with discretion and professionalism.
  • Respond to concerns and questions from internal and external customers.
  • Provide administrative report for College policy-making bodies and processes.
  • Gather and/or assist with gathering documents from internal and external stakeholders relating to Freedom of Information Act requests, collective bargaining and other functions performed by the Office of General Counsel.
  • Collect, maintain and organize institutional contracts, policies and other records maintained by the Office of General Counsel.
  • Represents the Office as needed in meetings and other events internally and externally.
  • Manage department budget and perform general monitoring of budgets within the Office of General Counsel.
  • Prepare and maintain confidential material related to labor relations, including collective bargaining.
  • Provide support for other Office of General Counsel staff as needed.

Meeting Coordination

  • Organize and coordinate internal and external meetings, including preparing agendas, materials and minutes, where appropriate.
  • Arrange logistics for meetings, such as booking conference rooms, setting up audio-visual equipment and providing refreshments.
  • Ensure follow-up actions from meetings are tracked and completed.

Event Coordination

  • Support the organization and execution of College events involving or relating to the Office of General Counsel.

Communication

  • Draft and distribute communications on behalf of the General Counsel.
  • Act as a liaison between the General Counsel and staff facilitating effective communication and collaboration.
  • Handle inquiries and requests, providing appropriate responses or referrals as necessary.
  • Maintain the website for the Office of General Counsel.

Other Functions

  • Complete purchase orders for the office as needed.
  • Order office supplies and materials as needed.
  • Organize and maintain various filing systems.
  • Other duties as assigned.
  • Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.

JOB SPECIFICATIONS

Education Credentials

  • Bachelor’s Degree required.

Work Experience

  • A minimum of three years of administrative assistance experience or the equivalent, required
  • Experience working in higher education, preferred.
  • Experience in a law firm or legal services environment, preferred.
  • Proficiency in Microsoft Office Suite and Google Suite, preferred.

Skills

  • Organizational Skills: Ability to manage multiple calendars, tasks and projects. Strong attention to detail and ability to prioritize effectively.
  • Time Management: Efficiently manage time to meet deadlines. Ability to handle a high volume of tasks and adjust priorities as needed.
  • Communication Skills: Excellent written and verbal communication skills. Ability to draft professional correspondence and reports. Proficiency in communicating with a diverse range of stakeholders.
  • Discretion and Confidentiality: High level of integrity in handling sensitive and confidential information. Trustworthiness in dealing with professional matters of the General Counsel.
  • Interpersonal Skills: Strong interpersonal skills for building and maintaining relationships. Ability to work effectively with people at all levels of the organization.

Physical Demands

  • Must be able to sit or stand for long periods of time.

Mental Demands

  • Exceptional organizational abilities, including the ability to prioritize work and complete tasks in a timely fashion.
  • Ability to manage multiple tasks and priorities simultaneously.
  • Ability to perform daily tasks and work through unanticipated issues with limited supervision.
  • Optimistic attitude and proven ability to work independently and to be a productive and contributing member of a team.

Working Conditions

  • GRCC will comply with any mandated health and safety requirements. Compliance information is available on GRCC’s policies website.
  • Professional office environment serving the Office of General Counsel.
  • Frequent phone calls with requests for information and assistance from both internal and external customers along with some drop in customer traffic.
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