Executive Legal Assistant

About the role

Drafts, edits and coordinates Board of Trustees Resolutions for the Sewer District. Reviews all Board and Committee meeting transcripts and creates meeting minutes. Serves as a liaison for the Legal Department, providing high-level legal and administrative support, handling information requests, coordinating meetings and conference calls. Prepares correspondence, legal memos and/or pleadings. Verifies and processes legal invoices. Maintains an appropriate level of confidentiality. Performs other duties of a similar nature as may be required.

Responsibilities

• Drafts, edits and coordinates Sewer District Resolutions; coordinates finalization upon adoption and distributes to appropriate staff.
• Reviews Board of Trustees and Committee meeting transcripts and recordings to independently draft meeting minutes; finalizes and distributes meeting minutes.
• Coordinates requests for a court reporter to be present at public meetings.
• Utilizes the document management system to maintain legal records and supports department use of the system.
• Maintains Board appointment schedules and ensures timely reminders to appointing authorities.
• Drafts public meeting notices and ensures procedures are met for timely publication.
• Represents the Legal Department when communicating with internal staff and external stakeholders regarding invoice issues and related concerns.
• Assists management in developing and improving department processes and procedures.
• Creates, reviews and summarizes reports and documents; prepares background documents.
• Verifies and processes payment for department invoices, including outside counsel invoices; maintains electronic invoice files.
• Maintains record of outside counsel expenditures and prepares bi-annual summary for the Chief Legal Officer.
• Processes check requests for payment on real estate transactions and assists Watershed Programs with property-related invoices and payments.
• Enters contract information and related data into internal document management system and routes for signature as appropriate.
• Organizes and maintains files including historical archives from computer files.
• Performs administrative services: organizing and maintaining office supply inventory, distributing mail and filing, greeting, coordinating, and directing Legal Department guests.
• Works with staff to arrange for delivery of legal documents and correspondence.
• Receives and screens communications for the department and determines messages requiring priority attention.
• Coordinates and maintains legal appointment schedules, activities, and calendars; assists with mailers, meetings, tours, events support and other department coordination.
• Coordinates legal travel arrangements and expense reimbursements in conjunction with the Finance Department.
• Coordinates registrations for Department attorneys Continuing Legal Education (CLE) seminars and conference attendance.
• Provides backup support to legal team members as necessary in their absence.
• Facilitates and coordinates efforts for special projects as assigned by management; identifies and communicates capacity for assigned projects and conflicts with other high‑priority responsibilities.

Requirements

• Education: Bachelor’s degree preferably in Legal Studies, Communications, Business Administration or a closely related field; equivalent combination of relevant education and experience may be substituted per Education Equivalencies Policy.
• Experience: Five (5) years of administrative experience, including at least two (2) years in a legal environment; experience working in or representing the public/government sector preferred.

Skills

• Maintain appropriate level of confidentiality; disclose confidential information only when expressly authorized or required.
• Effective written and verbal communication, organizational skills, and decision‑making abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Detail‑oriented; capable of managing large amounts of data, maintaining detailed records, analyzing and organizing information.
• Effective project and time management skills; works well in a fast‑paced environment.
• Ability to work independently and prioritize tasks to ensure critical job functions are completed.
• Ability to plan, coordinate, establish and maintain effective task prioritization and communicate workload based on capacity for special projects.

Benefits

Comprehensive employee benefits package including Health Insurance Coverage, Various Retirement Planning Options (Ohio Public Employee Retirement System and Deferred Compensation Plans), Flexible Spending Accounts, Employee Assistance Program, Free Parking at facilities, Corporate Discounts, and more! Active Health & Wellness Program promoting life/work balance.

Pay

Pay Range: USD $65,482 - $98,224 (commensurate with experience)

Schedule

Position may be authorized for hybrid work; hybrid eligibility will be discussed during the interview process.