Executive Assistant (Law Office)

Westchester Medical Center Health Network; Town of Mount Pleasant (NY); On-site; USD 60,000 - 90,000; Full time

Job summary

Westchester Medical Center Health Network is seeking an Executive Assistant to provide high-level administrative support to Sr Leadership within the legal services area. The role involves handling calls, scheduling, document prep, and cross-department coordination to ensure smooth information flow.

Ideal candidates will have 2–4 years of administrative experience, with a Bachelor’s degree or equivalent. Law firm exposure is a plus, and the position is based in New York.

Qualifications

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

Responsibilities

• Answer incoming calls for the legal department and route accordingly.
• Coordinate meetings, conference calls, travel, and interviews.
• Maintain calendars and inform attorney of appointments and urgent matters.
• Manage contracts, contacts, and office supplies for the department.
• Prepare documents, mail merges, and Excel reports as requested.
• Support secretarial tasks for one or more attorneys and respond to inquiries.

Skills

Administrative experience

Calendar management

Legal support

Document preparation

Education

Bachelor’s degree or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Job Summary

The Executive Assistant is responsible to perform a variety of administrative tasks that directly support the Sr. Leadership for 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