Executive Assistant and Office Operations Manager, Office of The General Counsel

University of Denver; Denver (CO); On-site; USD 67,000 - 78,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Retirement plan

Paid time off

Tuition benefit

ECO pass

Job summary

The University of Denver is seeking an Executive Assistant and Office Manager for the Office of the General Counsel. This role provides executive-level support to the Senior Vice Chancellor for Legal Affairs and General Counsel, and manages administrative and operational functions of the office.

The position handles highly sensitive information, represents the office professionally, and reports to the Senior Vice Chancellor.

Qualifications

• Bachelor's degree or equivalent experience.
• Two years of executive support, project management, office management, or operations experience.
• Experience handling confidential matters.

Responsibilities

• Manage the Senior Vice Chancellor's calendar and travel logistics.
• Prepare background materials, agendas, and presentations for meetings.
• Coordinate travel, expenses, and logistics.
• Handle detailed and confidential information with discretion, accuracy, and timeliness.
• Assist with budget monitoring, expenditure tracking, and financial reporting in consultation with Finance.
• Onboard new employees and interns; coordinate onboarding and training.
• Provide notary services to support university operations.

Skills

Executive support

Calendar management

Travel coordination

Discretion & confidentiality

Education

Bachelor's degree or equivalent experience

Notary Public certification

Tools

Microsoft Outlook

Microsoft Word

Excel

Adobe Acrobat

PowerPoint

Teams

Office 365

Job description

The Office of the General Counsel provides legal advice and counsel to the University of Denver on a broad range of matters arising from the University's operations, including contract review, litigation management, regulatory compliance, risk management, employment matters, governance, academic affairs, athletics, student affairs, and other legal issues affecting the institution.

Position Summary

The Executive Assistant and Office Manager serves as the senior administrative and operational support professional for the Office of the General Counsel (“OGC”). This position provides executive-level support to the Senior Vice Chancellor for Legal Affairs and General Counsel, administrative support to all attorneys within OGC, and management of the administrative and operational functions of the office.

This individual regularly works with highly sensitive and confidential information and must exercise exceptional judgment, discretion, professionalism, and independent decision-making. This individual also serves as an ambassador for OGC to internal and external parties, creating a welcoming and professional environment in the office.

This position reports directly to the Senior Vice Chancellor for Legal Affairs and General Counsel (“Senior Vice Chancellor”).

Essential Functions

Executive Support and Strategic Coordination

• Manage the Senior Vice Chancellors complex and dynamic calendar, anticipating and resolving conflicts and complications based on the Senior Vice Chancellor’s schedule and priorities.
• Prepare background materials, agendas, and presentations for meetings.
• Coordinate travel, expenses, and logistics.
• Monitor deadlines and follow-up actions to support the effective and efficient work of the Senior Vice Chancellor.
• Handle detailed and confidential information with discretion, accuracy, and timeliness.

Office Operations Management

• Serve as a trusted administrative partner to the Senior Vice Chancellor in identifying operational priorities, implementing strategic initiatives, and supporting continuous improvement efforts.
• Assist with new matter intake, including tracking of attorney assignment and preparing new legal files.
• Manage new vendor setup, invoice tracking and payment processing, and contract renewal deadlines.
• Coordinate office communications, maintain departmental informational resources, and support dissemination of updates and communications to internal stakeholders.
• In close consultation with University Financial Services, assist with budget monitoring, expenditure tracking, financial reporting, and preparation of budget-related materials.
• Oversee day-to-day office operations, including ordering supplies and maintaining office records.
• Coordinate operational activities among OGC and partner offices including Human Resources, Civil Rights and Equal Opportunity, Enterprise Risk Management, Business and Financial Administration, Facilities, Information Technology, the Chancellors Office, and other University units.
• Provide notary services to support the operations of the University.

Administrative Support and Communication

• Provide exemplary customer service as the first point of contact for internal and external constituents who interact with OGC.
• Monitor and answer departmental phone calls and emails, communicating accurately and professionally.
• Provide administrative support to all OGC attorneys, including meeting scheduling and setup; formatting and proofreading documents; copying, scanning, and filing documents; and preparing documents from templates.
• Assist attorneys with collection and production of documents in response to subpoenas and discovery requests.
• Coordinate with IT on implementation of record retention requests, litigation holds, and record collection.
• Support records management by maintaining and organizing files in the office’s legal file management system.
• Timely prepare for appropriate approval purchasing card and travel expenses for all OGC attorneys.
• Maintain office tracking systems and prepare administrative reports regarding office activities, service requests, and operational performance.

Project Management and Process Improvement

• Coordinate office projects and initiatives.
• Track timelines, deadlines, and deliverables.
• Support implementation of new systems and technologies.

Office Engagement, Events, and Administrative Programs

• Coordinate new employee and intern onboarding and training.
• In consultation with the Senior Vice Chancellor, plan and facilitate office team building events.
• Support employee engagement and professional development.

Knowledge, Skills, and Abilities

Exceptional organizational skills.
Strong written and verbal communication skills.
Exceptional judgment, discretion, and confidentiality.
Ability to effectively communicate with a broad range of constituencies and maintain a positive reputation for the University and OGC.
Proficient in Microsoft Outlook, Word, Excel, Adobe Acrobat, PowerPoint, Teams and Office365. Ability and willingness to learn new software, systems and processes.

Required Qualifications

Bachelors degree or equivalent experience.
Two (2) years of executive support, project management, office management, or operations experience.
Experience handling confidential matters.

Preferred Qualifications

Experience working in a higher education or legal setting.
Experience supporting executive leadership.
Notary Public certification or ability to obtain certification.

Working Environment

• Standard office environment.
• Quiet-to-moderate noise.
• Ability to sit in front of a computer for an extended period of time.
• Occasionally required to move about the campus, with the capability of lifting up to 20 pounds.

Physical Activities

• Ability to work in front of a computer for extended periods of time.
• Occasionally required to move about the office/campus.

Work Schedule

Monday - Friday, 8:00 a.m. - 4:30 p.m.

Salary Grade Number

The salary grade for the position is 11.

Salary Range

The salary range for this position is $67,000 - $78,000

Benefits

The University of Denver offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO pass. The University of Denver is a private institution that empowers students who want to make a difference. Learn more about the University of Denver.

The University of Denver is an equal opportunity employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including sex stereotypes, sex characteristics, sexual orientation, gender identity, and gender expression), marital, family, or parental status, pregnancy or related conditions, national origin, disability, or status as a protected veteran. The University of Denver does not discriminate and prohibits discrimination on the basis of race, color, national origin, ancestry, age, religion, creed, disability, sex (including sex stereotypes, sex characteristics, sexual orientation, gender identity, and gender expression), marital family, and parental status, pregnancy, genetic information, military enlistment, or veteran status, and any other class of individuals protected from discrimination under federal, state, or local law, regulation, or ordinance in any of the University’s educational programs and activities, and in the employment (including application for employment) and admissions (including application for admission) context, as required by Title IX of the Education Amendments of 1972; the Americans with Disabilities Act; Section 504 of the Rehabilitation Act of 1973; Title VI and VII of the Civil Rights Act of 1964; the Age Discrimination Act of 1975; the Age Discrimination in Employment Act of 1967; the Equal Pay Act; the Colorado Equal Pay for Equal Work Act; the Colorado Protecting Opportunities and Worker's Rights ("POWR") Act; and any other federal, state, and local laws, regulations, or ordinances that prohibit discrimination, harassment, and/or retaliation. For more information, please see the University of Denver's Non‑Discrimination‑Statement.

All offers of employment are based upon satisfactory completion of a criminal history and National Sex Offender Registry background check.