Executive Assistant and Operations Manager (14674)

Summary/Objective

The Executive Assistant and Operations Manager, formally titled Executive Assistant (EA), is a critical member of the Office of General Counsel (OGC) team, providing executive level administrative support to the Vice President, General Counsel & Board Secretary (Executive) and performing a wide range of complex administrative duties in support ​of the OGC. The OGC provides, manages, and coordinates legal services for the University and provides oversight for the functions of the Board of Trustees; consequently, the EA will regularly handle matters of a highly confidential and time-sensitive nature. With tact, administrative acumen, and strong interpersonal skills, the EA oversees business operations for a busy six-attorney office, while also implementing and administering departmental office systems and processes.

The EA works closely with senior leaders of the University and their representatives, the University’s Board of Directors, and a wide variety of internal offices and external organizations. The EA provides information and takes actions requiring comprehensive knowledge of institution policies and procedures. The EA acts as intermediary for the Executive, interacting with officials, staff at all levels, and the public; anticipating the Executive’s course of action when absent and facilitating problem resolution. Daily operations of this position require the EA to expertly use multiple technical/software programs including electronic document management systems, virtual meeting platforms (ex. Zoom, Teams), and other programs. The EA serves as a back-up for the OGC Paralegal and Assistant Board Secretary in the management of related technical platforms/systems.

The EA manages OGC office operations, and organizes and coordinates office administrative tasks and procedures to ensure organizational effectiveness and efficiency. These responsibilities include managing multiple budgets, tracking expenditures, preparing reports, reconciling accounts, processing invoices, streamlining procedures. Experience working with budgets and financial management will be helpful in this position. The EA supports the daily operational activities and fiscal management of the OGC operating budget and expenditures.

Essential Functions

• Prepares and revises correspondence, reports, charts, forms, and other documents. Proofreads materials
  
  
• Researches, analyzes and summarizes information and source materials for reports independently and communicates findings orally and in writing
  
  
• Manages complex arrangements for appointments, meetings, and engagements without prior clearance. Assures that Executive is fully briefed before meetings on matters to be considered. May attend meetings and prepare notes
  
  
• Makes all necessary arrangements for travel and independently performs all required administrative follow-up and recordkeeping
  
  
• Monitors multiple budgets, tracking expenditures, preparing reports, reconciling accounts, and processing invoices
  
  
• Receives, assesses, routes, and monitors follow up action steps on OGC phone calls and correspondence. Composes replies to general inquiries requiring comprehensive knowledge. Signs important correspondence frequently without instruction or review
  
  
• Acts as intermediary for Executive, interacting with officials, staff at all levels, and the public. Provides information requiring comprehensive knowledge of institution policies and procedures, anticipates Executive’s course of action when absent and facilitates problem resolution. Transmits directions and instructions based on authority delegated by Executive
  
  
• Works collaboratively with paralegal staff to establish and revise complex and sensitive filing systems, assist with the provision of litigation support, and assist with management of subpoenas and other record requests
  
  

Position Type/Expected Hours of Work

• Full-time, 35 hours/week
• Exempt
• Sr. Coordinator / Analyst A Band

Required Education and Experience

• Associate's degree or equivalent
• Six years of administrative support experience; or equivalent combination of education and experience
• Comprehensive knowledge of and skill in the application of office practices, procedures and equipment; of business English, spelling, grammar and math
• Knowledge of and skill in the use of Excel and Microsoft Word
• Skill in composing a variety of correspondence
• Skill in operating manual and automated office equipment
• Experience managing filing systems
• Ability to gather and summarize information
• Must maintain confidentiality and handle sensitive matters with discretion and tact
• Experience planning, organizing, prioritizing and executing complicated and continuing assignments without instruction
• Ability to interact with others in a consistently courteous and respectful manner, with an awareness of diverse perspectives and a commitment to inclusivity
• Ability to communicate effectively both orally and in writing and to understand and follow oral and written instructions
• Must always project a professional and positive image of the institution

Preferred Education and Experience

• Experience working in a legal office and/or a higher education environment
  
  
• Experience working with databases and/or electronic case management or document management systems
  
  

Additional Eligibility Qualifications

• Hiring offers for this position are contingent on the successful completion of a background check

Benefits

• Click here to learn about American University's unique benefit options.

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Contact Us:

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American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively 'Protected Bases') in its programs and activities.

Nearest Major Market: Washington DC