Executive Assistant, General Counsel

Tarrant County College District (TCCD); Fort Worth (TX); On-site; USD 636,000 - 761,000; Full time

Job summary

Tarrant County College District (TCCD) is seeking an Executive Assistant to the General Counsel to provide high-level administrative support for the office. The role handles official college records, policies, and day-to-day admin tasks under the General Counsel’s supervision.

The position requires strong organizational skills, experience with legal documents, and the ability to manage complex schedules and confidential information in a fast-paced environment.

Qualifications

• Associate’s degree or 60 college credit hours and four (4) years’ related experience.
• Experience supporting executives or general counsel preferred.

Responsibilities

• Provides executive-level support by receiving, prioritizing, and responding to visitors, correspondence, requests, reports, and communications.
• Organises and maintains calendars and appointments including meetings, travel, and agendas.
• Prepares records for cabinet and trustee meetings and maintains filing systems for legal documents.
• Directs the preparation and filing of legal documents with government agencies ensuring compliance with statutes.
• Maintains legal publications, opinions, and subject files and tracks subpoenas and related deadlines.
• Coordinates operating budgets and processes budget expenditures and invoices.

Education

Assoc degree / 60 credits

Job description

Title: Executive Assistant, General Counsel

Department: DT Assoc General Counsel

Campus Location: Trinity River Campus

Employee Classification: CLR - Clerical

Position Type: FT - Regular

Grant Funded: No

Pay Frequency:Monthly

Compensation Details:Starting Pay - 62,600.00; Commensurate with education and experience

Work Hours: Monday - Friday 8:00am - 5:00pm. Flexibility is required as the schedule is subject to change based on department needs

Remote Eligible: This position is not eligible for remote work

Special Instructions to Applicant:

Job Summary:

Reporting to the General Counsel, the Executive Assistant is responsible for providing executive-level legal administrative support for the office of the General Counsel. This position keeps official college records and executes administrative policies determined by or in conjunction with other officials.

Primary Duties and Responsibilities:

Essential Performance Requirements*

• Provides executive-level support by receiving, prioritizing, and responding to incoming visitors, correspondence, requests, reports, and telephone or e-mail contacts
• Organises and maintains schedules, calendars, and appointments including meetings and events and the detailed arrangements associated with such including preparing or providing agendas, minutes, travel arrangements, equipment, location, information packets, and follow-up action items
• Directs the preparation of records such as notices, minutes, and resolutions for cabinet and trustee meetings
• Acts as custodian of college documents and records; establishes and maintains files, logs, and other tracking systems for a variety of information, projects, and events
• Directs the preparation and filing of legal documents with government agencies, ensuring that they conform to applicable statutes
• Ensures maintenance of legal publications and legal opinion, litigation, and subject files
• Maintains dockets and calendars for the General Counsel
• Researches relevant statutes, rulings, and precedents
• Tracks subpoenas and all information related to the subpoenas, as well as calendars and response deadlines
• Coordinates and maintains operating budgets, including the tracking of all legal bills; receives and processes requests for budget expenditures such as travel, equipment purchases, and funds for other activities and events, as well as reconciles charges with files to verify the accuracy of invoices
• Prepares memorandums outlining and explaining administrative procedures and policies to supervisory workers
• Performs complex computer activities including word processing, data processing, scheduling processes, and visual and graphic presentations

Service Excellence

• Participates on behalf of the College in external community organizations and associations as assigned to support the essential performance requirements
• Attends the workplace regularly, reports to work punctually, and follows a work schedule to keep up with the demands of the worksite
• Completes all required training and professional development sessions sponsored through Tarrant County College (TCC)
• Supports the mission, values, goals, and principles of the College

Supervision

• Works under the supervision of General Counsel

*Performs Other Related Tasks as Required

These duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Required Minimum Qualifications:

• Associate’s degree or 60 college credit hours and four (4) years’ working experience related to the Essential Performance Requirements; or any equivalent combination of education and work-related experience

Preferred Qualifications:

• At least one (1) year's working experience working in an office as a Legal Assistant at the executive level
• At least one (1) year's working experience in an administrative position in a community college or university setting
• At least one (1) year's working experience researching relevant statutes, rulings, and precedents
• At least one (1) year's working experience tracking subpoenas and all information related to the subpoenas, as well as calendars and response deadlines
• At least one (1) year's working experience maintaining legal publications and legal opinion, litigation, and subject files
• At least one (1) year's working experience preparing and filing of legal documents with government agencies, ensuring that they conform to applicable statutes

Knowledge, Skills and Abilities:

• Knowledge of the principles and practices of law office management
• Knowledge of legal procedures and terminology
• Skilled in delivering high-quality customer service and building effective interpersonal relationships, including strong listening, verbal, and written communication skills
• Skilled in using computer applications and enterprise systems, including the Microsoft Office suite and the Microsoft 365 platform
• Ability to perform and prioritize multiple tasks seamlessly ensuring accurate and timely completion, while exhibiting strong attention to detail and organization
• Ability to work effectively both independently and as part of a team in collaborative environments, engaging with faculty, staff, and external stakeholders
• Ability to identify routine issues and escape non-standard problems using established procedures in a fast-paced work environment
• Ability to think critically to effectively solve and communicate problems in a fast-paced environment where the demands for work are varied and unpredictable in scope and volume
• Ability to coordinate assigned work and communicate effectively with faculty and staff to support campus and departmental operations
• Ability to maintain a high level of diplomacy and tact, ensuring confidentiality and discretion with sensitive and confidential information

Physical Demands and Work Environment:

Physical Demands

The physical demands described here are representatives of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee is occasionally required to stand, walk, and climb or balance. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representatives of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee occasionally works near moving mechanical parts and is occasionally exposed to risk of electrical shock. The noise level in the work environment is usually quiet.

Accommodation/EEO Statement:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.