Executive Assistant

National Church Residences; Dublin (OH); On-site; USD 55,000 - 75,000; Full time

Job summary

National Church Residences in Dublin, OH, is seeking an Executive Legal Assistant to provide high-level administrative and operational support to the General Counsel and the Legal Department. This on-site role requires strong organizational skills, discretion, and the ability to coordinate across departments to align legal priorities.

You will manage calendars, draft and file legal documents, coordinate meetings and governance activities, and help maintain confidential information and compliant

Qualifications

• Associates degree or equivalent work experience.
• 3+ years of experience in an Executive Assistant-level role.
• Legal department or law firm experience preferred but not required.

Responsibilities

• Manage the General Counsel’s calendar, appointments, schedules, travel arrangements, and correspondence.
• Prepare and review expense reports.
• Answer and return calls to the General Counsel and legal department 800-number.
• Triage the legal department mailbox; log requests and report workload metrics.
• Provide administrative support to the legal team.
• Review, prioritize, and route mail and email.
• Draft, proofread, and prepare legal documents, memos, letters, and presentations.
• Prepare and distribute meeting materials.
• Obtain signatures and route documents for approvals.
• Coordinate logistics for meetings and retreats, including virtual access, meals, and room setup.
• Assist with board materials when legal input is required.
• Attend meetings and record minutes, track action items.
• Maintain governance documentation standards.
• Support legal projects with research and data for reports.
• Research legal entities and assist with filings; ensure statutory invoices charged to the correct entity.
• Maintain organized systems for legal files and documents (e.g., M-Files, Workday).
• Collaborate with other departments to align legal priorities.
• Manage off-site corporate documents and retention policy compliance.
• Support organizational initiatives and compliance processes.
• Performs other duties as assigned.
• On-site role, working at National Church Residences’ corporate offices.

Skills

Calendar management

Communication skills

Discretion

Education

Associates degree or equivalent experience

Tools

Microsoft Office

Smartsheet

SharePoint

Job description

Job Description: PURPOSE

Reporting to the General Counsel and in accordance with organizational policies and procedures, the Executive Legal Assistant provides high-level administrative and operational support to the General Counsel and the Legal Department. This role ensures efficient coordination of legal priorities, manages sensitive information with discretion, and facilitates communication between internal stakeholders and external partners.

ESSENTIAL FUNCTIONS

• Manage the General Counsel’s calendar, appointments, schedules, travel arrangements, and correspondence.
• Prepare and review expense reports.
• Responsible for answering and returning telephone calls to the General Counsel and the legal department 800-number.
• Responsible for triage of the legal department’s mailbox, including logging requests, assignments, and preparing reporting related to metrics around team workload, projects, etc.
• Responsible for providing administrative support functions to the legal team.
• Review, prioritize, and route incoming communications (physical mail and email).
• Draft, proofread, and prepare legal documents, memos, letters, and presentations.
• Prepare and distribute meeting notifications, agendas, and supporting materials.
• Obtain signatures and route documentation for approvals.
• Coordinate logistics for internal and external meetings, retreats, including virtual access, meal orders and conference room set-up.
• Assist with preparation of board-related materials when legal input is required.
• Attend meetings and record minutes, track action items.
• Maintain compliance with governance protocols and documentation standards.
• Support legal team projects, including research and compilation of data for reports.
• Conduct research related to legal entities and assist with filing annual reports and statutory filings; ensure all statutory agent invoices are charged to the appropriate entity.
• Maintain organized systems for legal files, records, and electronic documents (e.g., M-Files, Workday).
• Collaborate with other departments to ensure alignment of legal priorities.
• Manage off-site corporate documents and oversee retention policy compliance with regards to off-site storage.
• Support implementation of organizational initiatives and compliance processes.
• Performs other duties as assigned.

EXPECTATIONS

• Demonstrates skill in managing multiple tasks, priorities, and deadlines.
• Demonstrates the ability to be discreet and handle confidential and highly sensitive information with the utmost care.
• Demonstrates the ability to communicate clearly and effectively, both verbally and in writing, with attorneys, vendors, and internal team members at all levels.
• Shares learned knowledge, with the ability to create a culture of growth, development, collaboration and accountability.
• Demonstrates the ability to establish and maintain effective partnerships within and outside the organization while consistently adhering to high standards of ethical behavior, confidentiality, and professionalism.
• Demonstrates and maintains a positive, professional manner, manages time efficiently and effectively, provides leadership as a role model to promote a team approach, collaborates and participates in policy creation and appropriate problem-solving methods.
• Must adhere to all policies, procedures, terms and conditions set forth in the National Church Residences’ Employee Information Guide (EIG), the Code of Conduct, as well as any facility handbook, including but not limited to, corporate compliance, drug free workplace, safe work practices, all federal, state, local regulations and laws.
• With respect to Resident/Client Rights, ensure all care is provided with respect and dignity for the residents/clients, their families and the staff.
• Reports all complaints made by residents/clients and/or families to the appropriate supervisors, reports all allegations of abuse, misappropriation of funds/resident property and/or any other corporate compliance, drug free workplace, safe work practices, all federal, state and local regulations and laws.
• Completes all annual education requirements timely, including but not limited to Compliance, Privacy, Security and HIPAA training and exhibits behavior as set forth by the Code of Conduct in the performance of their duties.
• Performs other duties as assigned.
• On-site role, working at National Church Residences’ corporate offices.

JOB SPECIFICATION SHEET

Education: Associates degree or equivalent work experience.

Experience: 3+ years of experience in an Executive Assistant-level role or equivalent; previous law firm or corporate legal department experience preferred but not required.

Mental: Must have excellent communication, comprehension, and interpersonal skills. Must have the ability to speak, read, write and understand English, as well as the ability to make self-understood.

Skills: Must have excellent computer skills with basic professional computer software (Microsoft Office suite, Windows, Smartsheet, SharePoint, etc.) and the capacity for learning new software systems quickly. Must be self-directed with excellent organizational skills and the ability to manage tasks and assignments concurrently. Must have strong motivational skills and a high emotional intelligence quotient (EQ).

Travel: Occasional

Licensure: Driver License

Vision: Normal: Consistent with standard workflow.

Working Conditions: Office based

Consequences of Errors: Substantial. High monetary responsibility.

Supervision Received: General supervision

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ancestry, military status, disability, genetic information and/or any other characteristics protected by applicable law.

National Church Residences serves more than 46,000 seniors through our array of housing and health care services. Our organization is driven by a vision to advance better living for 100,000 seniors by 2030, wherever they call home. With more than 360 communities across the U.S., we are the nation’s largest nonprofit provider of affordable senior housing and the largest manager of service coordinators.

We also offer residential senior communities, home and community-based services, as well as permanent supportive housing for the formerly homeless and disabled.

National Church Residences believes in finding, recruiting, developing, and rewarding talent. We hire people with the greatest potential and then we give them the resources they need to do their best work and grow. Our employees care about each other and they enjoy working in an environment that encourages their performance at the highest levels.