Executive Assistant to the Legal Office

About the role

A highly organized individual and an excellent communicator whose primary responsibility is to provide critical and advanced administrative support to the General Counsel that is of a highly confidential nature. Act as a liaison for General Counsel, which requires independent judgment and ability to deal with high-level contacts both within and outside the MCCA Facilities. Work without direct supervision and maintain working knowledge of the services within the facility.

Essential Duties & Responsibilities

• Provides confidential administrative support to the General Counsel to include receiving and screening calls, written and electronic correspondence, arranging conference calls, receiving visitors, managing an active calendar of appointments, preparing agendas, travel and logistics, and handling special projects as assigned.
• Reviews, retains, organizes, and coordinates legal documents.
• Develops a comprehensive knowledge and understanding of the Authority’s business activities.
• Organizes and coordinates meetings and events with internal and external stakeholder groups.
• Supports the General Counsel with any external commitments related to the MCCA, including service on external boards, committees, and other groups.
• Arranges and coordinates travel schedules and reservations for the General Counsel.
• Organizes and maintains a file system and filing correspondence and other records, as needed.
• Maintains time and attendance records.
• Develops a comprehensive knowledge and understanding of the mission and business activities of the MCCA Facilities in order to organize and document systematic means to identify potential problems and their prevention.
• Performs special projects, conducts ad hoc research, creates statistical reports, and updates manuals, as requested by the General Counsel.
• Identifies areas for improvement and growth and presents opportunities to the General Counsel.
• Participates in the rotation for Receptionist coverage.
• Reads and routes incoming mail. Locates and attaches appropriate files to correspondence to be answered by executive management.
• Composes routine correspondence for the General Counsel.
• Assists in the production and distribution of monthly reports and PowerPoint presentations to the Board of Directors.
• Attends departmental meetings and promptly records, transcribes, and distributes minutes of meetings to concerned parties.
• Documents action items and follow-up activities from meetings, coordinates actions, and tracks/reports on status.
• Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
• Prepares expense reports and purchase requisitions.

Supervision Received

Supervision is provided by the General Counsel and includes assignment of duties, inspection of work, training, coaching, and performance evaluation.

Knowledge, Skills, and Abilities Required

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
• Education/Experience: Bachelor’s Degree preferred; A minimum of five years’ experience supporting management.
• Knowledge: A highly organized professional, capable of handling complex situations and discreet in handling confidential information. Excellent verbal and written communication skills. Proficient with all Microsoft Products, willing to learn, and use new computerized systems.
• Skills: Energetic, focused, flexible with a sense of felicity. A positive and collaborative working style is a must with a proven ability to multi-task, prioritize, and meet deadlines. A well-organized individual who is a team player and can relate to people at all levels of an organization, possesses excellent communication/customer service skills, flexibility, and is committed to the MCCA’s Mission.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

The work environment is an office setting. Presently a five (5) day in-office schedule.

Work Schedule

The work schedule for this position typically is a 40-hour work week consisting of five (5) eight (8) hour days, Monday through Friday, 9am to 5pm, however; the hours and days may fluctuate based upon the needs of a particular event or project, which would require the ability to work a flexible schedule including late nights, early mornings, long days, weekends and holidays.

Dress Code

In order to project dignity and decorum expected by the public, appropriate dress and good grooming are expected of all employees.