Legal & Executive Assistant

LEGAL & EXECUTIVE ASSISTANT

OFFICE OF THE GENERAL COUNSEL

Classification: Level 2 / Class Code 1660 / Part-Time / Non-Exempt / Benefited / Confidential

Location: San Francisco, California (On-site role with occasional hybrid flexibility)

Hiring Salary Range: $34.00 - $36.00 hourly (commensurate with qualifications)

THE DEPARTMENT

The Office of the General Counsel provides legal services and advice to the Board of Directors, the Chancellor & Dean, and senior leadership on a wide variety of legal issues affecting staff, faculty, academic life and administrative matters. Substantive areas include governance, policy, compliance (including ethics), labor relations, real estate, contracts, torts, visa processing, public records and employment law. The Office of the General Counsel plays a key role in finding innovative solutions to its clients’ needs and strategic planning.

THE ROLE AND RESPONSIBILITIES

UC Hastings is seeking a highly motivated individual with administrative and/or law-office experience for the Legal & Executive Assistant position to work in the Office of the General Counsel. This individual will report to the General Counsel and assist on a wide variety of civil issues pertinent to a public institution of higher education; provide administrative assistance to the General Counsel; and manage administrative functions of the Office of the General Counsel.

Due to the volume of work in the General Counsel’s office, a candidate must be adept at prioritizing competing deadlines. A candidate must be organized and detail-oriented with excellent clerical and computer skills.

Typical duties and responsibilities consist of, but are not limited to, the following:

Legal Assistant (approximately 20%)

• Processes California Public Records Act requests and reviews and compiles responsive documents for disclosure;

• Supports other law and policy functions.

Executive Assistant (approximately 80%)

• Maintains General Counsel’s appointments calendar;
• Coordinates travel for General Counsel;
• Organizes materials for General Counsel’s use in future appointments;
• Handles reimbursements and generates purchase orders, check requests and expense requests;
• Prepares draft budgets for the office under the General Counsel’s direction;
• Greets guests and provides front desk/reception duties;
• Monitors, maintains and orders office supplies;
• Maintains and organizes office records;
• Supports members of the College’s Board of Directors to keep them engaged and informed regarding their leadership activities;
• Prepares, coordinates and circulates materials for Board meetings, including notice and agendas pursuant to the state’s open meeting laws;
• General office administration to include correspondence, telephones, filing, meetings arrangements, and other duties and responsibilities as assigned;
• Prioritizes competing deadlines;
• Performs special projects and tasks and other duties as assigned

REQUIREMENTS

EDUCATION AND EXPERIENCE

• Baccalaureate degree preferred;
• Experience as an administrative or executive assistant, preferably in a legal or executive office, or as a legal assistant;

KNOWLEDGE, SKILLS & ABILITIES

Minimum Qualifications:

The ideal candidate must demonstrate the following skills:

• Ability to recognize and maintain the confidentiality of sensitive College issues and information;
• Ability to prioritize work assignments and meet established deadlines;
• Ability to communicate effectively both orally and in writing;
• Ability to represent the Office of the General Counsel in a pleasant, professional and efficient manner; to interact effectively with board members, faculty, staff and students while projecting confidence, understanding, competence and concern;
• Excellent command of spelling, punctuation and grammar;
• Excellent organizational skills with strong attention to detail and capacity to achieve high quality and accuracy in work.
• Proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook;
• Proficiency in Adobe Acrobat, Zoom, Box and DocuSign;
• Ability to logically analyze information and recommend an effective course of action;
• Ability to effectively draft correspondence and documents, including any required redactions, with proper formatting;
• Ability to evaluate the validity/reliability of information and identify factual omissions and inconsistencies with application of relevant rules;
• Ability …