TEMPORARY EXECUTIVE ASSISTANT (FULL-TIME)

ROLE AND RESPONSIBILITIES

THE ROLE

UC Hastings is seeking a highly motivated individual with administrative experience, preferably including experience in a legal setting, for the Temporary Executive Assistant position in the Office of General Counsel (OGC). 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 OGC. 

Due to the volume of work in the OGC, a candidate must be adept at prioritizing competing deadlines, organized and detail-oriented, and possess excellent clerical and computer skills. 

RESPONSIBILITIES

• Maintains General Counsel's and Deputy General Counsel's appointments calendar;
• Coordinates travel for General Counsel and Deputy 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;
• Processes student residency applications;
• 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

• Experience as an administrative or executive assistant, preferably in a legal or executive office;
• Regular and predictable attendance;
• Excellent customer/client service skills.

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; and to interact effectively with Board members, faculty, staff, 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, Outlook; and Zoom video conferencing platform;
• Ability to work under the supervision of attorneys, understanding necessity of advising management of work progress and any unusual situations;
• Exemplary personal and professional integrity and business ethics.

DESIRABLE QUALIFICATIONS:

In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:

• Baccalaureate degree; 
• Experience working for in-house counsel to a governmental legislative body;
• Experience managing organizational and document support for a board of directors. 
• Proficient knowledge of basic legal concepts, terminology, principles, documentation, and procedures;
• Proficient knowledge of the use of routine legal reference and research materials;
• Ability to read and understand statutes, court decisions, legal documents, and similar material;
• Working knowledge of legal and ethical principles that guide legal assistant conduct;
• California Notary Public Commission. 
• Experience using Concur and DocuSign

WHAT TO EXPECT

Applicants who meet the position requirements will be competitively evaluated to identify the individuals whose breadth and depth of experience and education most closely relate to the stated requirements and the needs of the College. Depending on the quality and number of the applications received, only the better qualified applicants may be contacted for an interview. THE POSITION IS OPEN UNTIL FILLED.

UC Hastings College of the Law is an Equal Opportunity Employer