Jobscoop is powered by The Center for Nonprofit Management
This job has expired and you can't apply for it anymore.
Organization Name:
The California Endowment
Approximate Salary:
Not Specified
Location:
Los Angeles, California
Country:
United States
Industry:
Administrative/Clerical
Position type:
Full Time
Experience level:
5 - 10 years
Education level:
High School or equivalent

Executive Legal Assistant

In the Office of the President and CEO, this position directly reports to the EVP/Counsel. The ideal candidate is a people-person possessing excellent judgment and discretion, detail-oriented, sees the big picture, anticipates work-flow challenges and plans accordingly. The candidate must have a proven ability to communicate effectively, strategically and courteously, and be able to maneuver through complex interpersonal situations effectively, while remaining calm under pressure. The candidate must be able work collaboratively to accomplish tasks across departments; demonstrate organizational understanding; and possess strong persuasive skills, discretion and independent judgement.  Must also be able to meet commitments and deadlines; demonstrate change management skills and possess strong business acumen. 

The Executive Legal Assistant is responsible for performing a variety of administrative tasks, project work, and paralegal work related to assuring full team success and compliance with the legal requirements applicable to a nonprofit. Candidate must write succinctly and professionally and have experience with the management of executive team schedules, correspondence, and the organization and management of both electronic and paper confidential files.  A background working with lawyers, as a legal secretary, legal assistant, paralegal or related legal professional is also preferred. The candidate will assist the EVP/Counsel with the scheduling, coordination and administrative support, as appropriate, of her direct reports, internal legal staff, and external counsel or consultants.  Assists EVP/Counsel with ensuring implementation of related legal, regulatory and internal policy compliance requirements applicable to a nonprofit organization.  Additional tasks include, coordinating video-conference and in-person meetings with internal and external stakeholders, preparing agendas and meeting minutes, Power Point presentations and other materials necessary for gatherings and events, coordinating travel and expense reimbursement, and assisting the EVP/Counsel in supporting the Office of the President and CEO, and the Board Secretary of The California Endowment (TCE).

 

Position Duties and Responsibilities  

  • Serves as EVP/Counsel’s point of contact and liaison with TCE Board members, Executives, administrative and program staff, and external visitors and contacts;

 

  • Maintains comprehensive understanding of the workflow of the EVP/Counsel’s Office; keeps current on administrative systems; understands, anticipates, and manages the EVP/Counsel’s schedule; maintains the department calendar, assists the EVP/Counsel in preparing for executive team meetings, retreats, and direct report meetings; assembles materials for meetings and follows up with deadline reminders as appropriate;

 

  • Screens telephone calls thoroughly and with courtesy and diplomacy; provides preliminary information to internal and external callers as appropriate; directs inquiries and requests as needed; and provides back-up administrative support to the President/CEO and the Board Secretary, when necessary;   

 

  • Reads and reviews all incoming correspondence, maintains and monitors active administrative contracts, reviews for accuracy and prepares invoices, expense reports and other documentation for executive’s signature; effectively composes routine communications; assists and supports special projects as assigned;

 

  • Handles all administrative functions for the EVP/Counsel, and supports legal team as appropriate, including: making travel arrangements; drafting letters for signature; editing correspondence; timely preparation of expense reports and check requests, scheduling meetings and managing appointments; proofreading; coordinating internal and outgoing mail; and maintaining functional and confidential filing systems (electronic and hard copy);

 

 

  • Assists with preparing and tracking the department budget. Performs initial review of invoices including outside counsel fees, tracks and code fees and expenses throughout the year, and processes invoices through an internal system for approval and payment. Conducts monthly budget review and reconciliation and works closely with Finance staff to resolve questions;

 

 

  • Prepares and formats minutes, correspondence, agendas, reports, and other documents as needed; tracks TCE trademarks and coordinates with EVP and outside counsel in keeping track of legal memoranda and documents;  

 

  • In the absence of leadership, exercises initiative and judgment in responding to concerns (both internal and external) or, if unable to assist, promptly refers to the appropriate party or department and follows up to ensure problem resolution;

 

  • In coordination with the Executive Assistant to the President/CEO, works to ensure that the Office of the President/CEO, of which the EVP/Counsel is part, runs seamlessly by providing confidential, professional, effective, efficient and collaborative support to the department and this position’s colleagues;

 

  • Assists the EVP/Counsel in scheduling annual Conflict of Interest, Advocacy and other foundation-wide trainings; prepares and distributes training notices; tracks attendance, and assists the EVP/Counsel in tracking key Foundation-wide policies.   Undertakes electronic and other research under EVP/Counsel supervision;

 

  • Attends appropriate professional development seminars and perform other tasks as assigned;

 

 

Qualifications:

 

  • Five or more years of experience providing executive support to Senior Executive(s) in a non-profit, philanthropic or legal environment; demonstrated ability to prioritize and manage multiple tasks and projects efficiently; experience working in a non-profit, public sector, philanthropic or legal office environment a plus;

 

  • Strong organizational skills, including the ability to set priorities, juggle multiple tasks, organize time, conduct research, identify resources for projects and track details in a fast-paced, dynamic environment;

 

  • Superior verbal and written communications skills, including proofreading and editing, and the ability to communicate in a concise and collegial way; polished telephone manner;

 

  • Keen attention to detail; monitors and double checks work and information for accuracy and quality; ability to pay close attention to detail without losing sight of the bigger picture;

 

  • Handles confidential information appropriately; understands and respects sensitive nature of information; and undertakes this responsibility with great care;

 

  • Strong interpersonal skills, including relationship management, tactful negotiation and diplomacy; excellent judgement, integrity and character, maintains a polished, customer service demeanor;  

 

  • Flexibility to work as part of a team or independently to meet goals; self-directed to act and resolve issues; strong initiative & organizational skills; self-disciplined to meet deadlines and strong work ethic; ability to anticipate needs and be proactive;

 

  • Ability to utilize technical information in making independent decisions and factual recommendations to the EVP/Counsel;

 

  • Demonstrated proficiency in the use of office and word processing software databases, spreadsheets and electronic calendars; knowledge of Microsoft Office (Word, Excel, Access, PowerPoint) and Outlook.

 

Minimum Education:

 

  • Bachelor’s degree preferred  
  • Certified Legal Assistant, Registered Paralegal or experience supporting attorneys a plus.

About The California Endowment

The California Endowment, a private, statewide health foundation, was established in 1996 to expand access to affordable, quality health care for underserved individuals and communities, and to promote fundamental improvements in the health status of all Californians. Headquartered in downtown Los Angeles, The Endowment has regional offices in Sacramento, Oakland, Fresno and San Diego, with program staff working throughout the state. The Endowment challenges the conventional wisdom that medical settings and individual choices are solely responsible for people's health. The Endowment believes that health happens in neighborhoods, schools, and with prevention. For more information, visit The Endowment’s Web site at www.calendow.org

 

Application Process:

Please log on to our online application system at:  http://cyberrecruiter.calendow.org/cyberrecruitercareers