Executive Assistant I - Legal

OhioHealth; Columbus (OH); On-site; USD 55,000 - 70,000; Full time

Job summary

OhioHealth seeks an experienced administrative professional to support its legal department. The role includes calendar management, email organization, meeting preparation, and fiscal support with PO processing and travel expenses. Excellent communication and discretion are essential as you interact with internal customers, clients, and vendors.

The candidate will work closely with executives/leaders to anticipate needs and enable efficient operations within a healthcare legal setting.

Qualifications

• 3-5 years of progressive office experience in a law firm or corporate legal department or related admin. exp.
• High School or GED (Required)
• Experience using MS Office and enterprise software systems is expected.

Responsibilities

• Manage calendars for executives, including scheduling and prioritizing appointments.
• Review and organize executive emails; greet callers and screen information requests.
• Prepare meeting agendas, invitations, materials, and minutes as needed.
• Process purchase orders, travel, and expense reports; collaborate with Accounts Payable and Procurement.

Skills

Calendaring

Email management

Meeting coordination

Office software

Administrative support

Confidentiality

Document handling

Education

High School Diploma or GED

Tools

Job description

We are more than a health system. We are a belief system. We believe wellness and sickness are both part of a lifelong partnership, and that everyone could use an expert guide. We work hard, care deeply and reach further to help people uncover their own power to be healthy. We inspire hope. We learn, grow, and achieve more – in our careers and in our communities.

Job Description Summary:

This position would be supporting our legal department within OhioHealth.

This individual professionally represents OhioHealth when greeting internal customers, clients, guests, and vendors. This person should be polished, articulate, forward thinking, anticipate needs, and be able to problem solve quickly and accurately. As an integral part of the executive’s or leader’s team or department, this person will perform a multitude of duties to help leadership effectively serve the strategic goals of the organization.

Responsibilities And Duties:

• Definition of duties and responsibilities:Calendaring: Complex and strategic calendar management for more than one executive/business leader; including scheduling, time management, organization and prioritization of appointments and meetings.Communication Delivery and Management: Review, organize and prioritize Executive’s emails in a timely manner, appropriately greet callers; receive and screen calls; manage and delegate information requests; prepare correspondences using MS Office programs or other software for presentations, memos, research and proofreading.Meeting Preparation and Management: Create and manage agendas and meeting invitations; coordinate and order catering, gather/disseminate meeting materials, make audio/visual arrangements, take minutes as needed.Fiscal Support: Accurate and timely processing of purchase orders, travel and expense reports, mileage, cash advances for travel, working as appropriate with Accounts Payable, Procurement and other fiscal offices, and using enterprise software systems like PeopleSoft/Workday.Technology Application: Leverage and stay current on new or updated technologies introduced by the organization; ability to operate specialty software and other guidance to executives as needed.Document Management: Paper and electronic records, may include coordinating network/shared drives; organize and retrieve information in a timely manner; securely manage confidential information in all forms; follow OhioHealth records retention policies and organize long-term storage as appropriate.Service Delivery: Anticipate executive’s needs and prepare accordingly; interact with customers, peers, and OhioHealth associates with them in mind and be responsive; balance autonomy with teamwork, particularly when supporting multiple executives/leaders. Confidentiality and Discretion: Gain trust and respect by ensuring privacy and security of information; adhere to all information, privacy and security policies, procedures, standards and guidelines.Project Support: Lead or assist projects as required; critical thinking – use logic and reasoning to identify alternative solutions, conclusions or approaches to problems.Supervise or Mentor: Depending on your position, you may be required to help with the development and growth of additional administrative staff.General Office Support: Answering phones and directing calls as needed, greeting/receiving visitors. May also include email management on behalf of leader/executive, ordering office supplies, managing maintenance and repair of work room multi-function devices e.g., copier/printers and other office equipment, kitchen/breakroom organization and clean-up, mail distribution, etc.Other Duties: May be assigned/required as needed.

Minimum Qualifications:

High School or GED (Required)

Additional Job Description:

Years of experience: 3 - 5 years of progressive office experience in a law firm or corporate legal department or demonstrated/related adm. exp.

Work Shift:

Day

Scheduled Weekly Hours :

40

Department

Legal

Join us!

... if your passion is to work in a caring environment

... if you believe that learning is a life-long process

... if you strive for excellence and want to be among the best in the healthcare industry

OhioHealth is an equal opportunity employer and fully supports and maintains compliance with all state, federal, and local regulations. OhioHealth does not discriminate against associates or applicants because of race, color, genetic information, religion, sex, sexual orientation, gender identity or expression, age, ancestry, national origin, veteran status, military status, pregnancy, disability, marital status, familial status, or other characteristics protected by law. Equal employment is extended to all person in all aspects of the associate-employer relationship including recruitment, hiring, training, promotion, transfer, compensation, discipline, reduction in staff, termination, assignment of benefits, and any other term or condition of employment