Executive Assistant (Law Office)

Westchester Medical Center; Town of Mount Pleasant (NY); On-site; USD 55,000 - 85,000; Full time

Job summary

Westchester Medical Center seeks an Executive Assistant to provide high level administrative support for Sr. Leadership within the WMCHealth Network, focusing on legal services. The role manages communications, calendars, travel, and documents for attorneys.

You will answer calls, coordinate meetings, prepare reports and contracts, greet visitors, and collaborate with multiple departments to ensure smooth information flow.

Qualifications

• Minimum 2–4 years of prior administrative experience.
• 1 year of experience in a law firm preferred but not required.
• Bachelor’s degree, or equivalent work experience, required.

Responsibilities

• Answer all incoming telephone calls for legal department and route them accordingly.
• Coordinate and/or arrange meetings, conference calls, travel schedule and schedule interviews.
• Maintain multiple calendars of appointments, ensuring the attorney is apprised of all appointments and changes.
• Maintain executive team contracts and keep contacts up to date for hospital contacts and physicians.
• Manage communication and correspondence as well as greeting visitors and maintaining office supplies for the department.
• Collaborate with several internal departments on a daily basis to facilitate a smooth flow of information.
• Prepare word documents, mail merge and excel spreadsheets as requested.
• Create/print additional reports as needed by leadership team.
• Complete additional special projects as assigned.
• Manage and distribute information within the department which includes taking memos and maintaining files.
• Preform all secretarial tasks for one or more Attorney.
• Assist with execution of contracts on a daily basis and maintain appropriate contact with all internal departments for status inquiries on contracts.
• Gather appropriate materials from the attorney and other administrative support staff to respond to routine inquiries as appropriate.
• Open and screen mail, answer routine mail independently and route other mail with background material as necessary.
• Prepare and file legal documents for court proceedings as needed
• Coordinate vacation schedules among administrative support staff to ensure that adequate secretarial coverage is provided.

Skills

Calendar management

Meeting coordination

Communication skills

Document preparation

Administrative support

Travel scheduling

Education

Bachelor’s degree or equivalent

Tools

Microsoft Word

Excel

Mail merge

Job description

Job Summary:

The Executive Assistant is responsible to perform a variety of administrative tasks that directly support theSr. Leadershipfor WMCHealth Network. The position provides high level administrative support for legal services.

Responsibilities:

• Answer all incoming telephone calls for legal department and route them accordingly.
• Coordinate and/or arrange meetings, conference calls, travel schedule and schedule interviews.
• Maintain multiple calendars of appointments, ensuring the attorney is appraised of all appointments and changes, as well as matters requiring immediate attention.
• Maintain executive team contracts and keep contacts up to date for hospital contacts and physicians.
• Manage communication and correspondence as well as greeting visitors and maintaining office supplies for the department.
• Collaborate with several internal departments on a daily basis to facilitate a smooth flow of information.
• Prepare word documents, mail merge and excel spreadsheets as requested.
• Create/print additional reports as needed by leadership team.
• Complete additional special projects as assigned.
• Manage and distribute information within the department which includes taking memos and maintaining files.
• Preform all secretarial tasks for one or more Attorney.
• Assist with execution of contracts on a daily basis and maintain appropriate contact with all internal departments for status inquiries on contracts.
• Gather appropriate materials from the attorney and other administrative support staff to respond to routine inquires as appropriate.
• Open and screen mail, answer routine mail independently and route other mail with background material as necessary.
• Prepare and file legal documents for court proceedings as needed
• Coordinate vacation schedules among administrative support staff to ensure that adequate secretarial coverage is provided.

Qualifications/Requirements:

Experience:

Minimum of 2-4 years of prior administrative experience and minimum of 1 year experience working within a law firm is preferred but not required.

Education:

Bachelor’s degree, or equivalent work experience, required.

Licenses / Certifications:

N/A