Performs diverse executive-level administrative support for Legal department attorneys and to contribute to the effective operations of the department as a whole. By nature of the position, requires a high degree of professionalism is required dealing with confidential information, material legal and operational issues and time-sensitive requests, requiring the use of tact, diplomacy, discretion, judgment, and effective organizational skills. Manages attorney calendars, communicates orally and in writing with members of the department, other CHRISTUS system and regional department associates, and external counsel and other parties. Prepare and revise documents, charts, and presentations. Makes attorney travel arrangements, prepares itineraries and submits electronic expense reports for travel, meetings, and other operational expenses. Provides back-up support for other executive assistants in their absence or to assist in workload management. Acts as both an individual contributor and a supportive team member.
This position supports attorneys in the Legal Department. In doing so, maintains confidentiality and excellent judgment in all aspects of administration and operations of the Legal Department, while respecting the Mission and Core Values of the organization.
Responds in a timely and professional manner to all email and oral communications, and communicates effectively with internal and external audiences on behalf of assigned attorney or in connection with other responsibilities and department needs. Manages all incoming and outgoing correspondence, date stamping when appropriate.
Manages calendars for all assigned attorneys, including setting up meetings and calls, reserving meeting rooms; ensuring necessary technology, dial-ins, meals, and refreshments are set up for meetings; and ensures all meeting materials, if any, are made available to all participants in a timely manner.
Makes travel arrangements, prepares itineraries and other necessary documentation to ensure travelers have all necessary information when traveling.
Prepares and revises documents, reports, charts, and presentations, using Word, Excel, PowerPoint, and other software; creates blacklines of documents using compare technologies; and retrieves and files documents in the Legal department document management system.
Attend and participate in meetings as needed, taking notes and preparing draft minutes as requested.
Coordinate and assists in planning team events as requested.
Prepares and submits electronic expenses reports for assigned attorneys.
Organizes work in a manner that ensures deadlines are met and all matters are addressed in an effective and timely manner.
Assists in the maintenance of supplies and orders supplies as necessary.
Interaction with other stakeholders and executives in the organization and in the regions regularly in connection with work with assigned attorneys.
Cooperates and coordinates with other administrative assistants to ensure office support is available when away from the office; and provides back-up and supplemental assistance for other administrative assistants as needed.
Assists the SVP/Chief Legal Officer, VP/Deputy General Counsel and General Counsel as requested.
High school diploma or equivalent
Some college preferred or equivalent background gained through experience and training
Excellent organizational, interpersonal, and executive assistant skills
Minimum of seven (7) years executive assistant /administrative assistant experience at the senior executive level
Fluency in oral and written English
Proficient in all Microsoft Office products; i.e., Word, Excel, PowerPoint
CHRISTUS HEALTH is an international Catholic, faith-based, not-for-profit health system comprised of almost more than 600 services and facilities, including more than 60 hospitals and long-term care facilities, 350 clinics and outpatient centers, and dozens of other health ministries and ventures. CHRISTUS operates in 6 U.S. states, Colombia, Chile and 6 states in Mexico. To support our health care ministry, CHRISTUS Health employs approximately 45,000 Associates and has more than 15,000 physicians on medical staffs who provide care and support for patients. CHRISTUS Health is listed among the top ten largest Catholic health systems in the United States.
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