Executive Assistant - System General Counsel

albanymed; City of Albany (NY); On-site; USD 77,000 - 119,000; Full time

Job summary

Albany Med Health System is seeking an Executive Assistant to support the System General Counsel within the Legal Department. The role involves high-level administrative support, calendar management, meeting prep, travel arrangements, and confidential correspondence.

You'll coordinate agendas, prepare materials, handle inquiries, maintain files, assist with board activities, and help monitor legal expenses.

Qualifications

• Bachelor's degree required.
• Minimum of 5+ years supporting senior legal executives.
• Healthcare or hospital environment experience strongly preferred.
• Experience supporting complex organizations with multiple stakeholders preferred.

Responsibilities

• Provides confidential executive administrative support to the System General Counsel and other members of the Legal Department; exercises sound judgment and professionalism.
• Manages a complex calendar; prioritizes requests and coordinates travel across system entities.
• Serves as primary administrative contact for the Office of the General Counsel with executives, Board members, physicians, employees, and outside counsel.
• Coordinates meetings; prepares agendas/materials and tracks follow-up actions.
• Receives and routes legal inquiries and documents; escalates urgent matters.
• Organizes electronic and physical files following confidentiality and retention policies.
• Supports Board/committee activities and distributes confidential materials securely.
• Coordinates with outside counsel on engagement documents, invoices, and legal expense reporting.
• Assists with subpoenas, litigation, investigations, and regulatory matters as directed; schedules and collects requested materials.

Skills

Executive support

Calendar management

Meeting coordination

Travel arrangements

Confidentiality

Communication

Board coordination

Education

Bachelor's degree

Tools

Microsoft Office Suite

Collaboration platforms

Job description

Department/Unit: Legal

Work Shift: Day (United States of America)

Salary Range: $77,075.00 - $119,466.00

Executive Assistant - System General Counsel

The Executive Assistant provides high-level administrative support to senior executives, ensuring efficient operations and effective communication across the organization. Prepares agendas or presentations, attends meetings with the executive, and takes, transcribes, and distributes notes or minutes. Prepares and submits expense reports on behalf of the executive. Screens visitors, phone calls, emails, or physical mail. Maintain confidentiality of sensitive information. Maintains the executives' calendar schedules and confirms appointments, arranges for meeting rooms or facilities, makes and confirms travel plans.

Essential Functions

• Provides confidential executive administrative support to the System General Counsel and other members of the Legal Department, exercising sound judgment, discretion, and professionalism in handling sensitive legal, business, and personnel matters.
• Manages a complex calendar, prioritizes meeting requests, and coordinates appointments, travel, and scheduling across system entities.
• Serves as a primary administrative point of contact for the Office of the General Counsel, interacting professionally with executive leaders, Board members, physicians, employees, outside counsel, and external organizations.
• Coordinates meetings, including preparation of agendas and materials, recording action items as requested, and tracking follow-up assignments.
• Receives and routes legal inquiries, correspondence, and time-sensitive documents to the appropriate attorney or department; promptly escalates matters requiring immediate attention.
• Organizes and maintains electronic and physical files in accordance with departmental procedures, confidentiality requirements, records retention schedules, and legal hold instructions.
• Supports Board and committee activities as assigned, including coordinating legal review of materials and securely distributing confidential documents.
• Coordinates administrative activities with outside counsel, including processing engagement documentation, tracking invoices, and supporting legal expense reporting and budget monitoring.
• Assists with the administrative coordination of subpoenas, litigation, investigations, and regulatory matters under attorney direction, including scheduling and collecting requested materials.
• Processes expense reports, purchase requests, and other departmental transactions accurately and promptly.
• Improves administrative workflows and uses technology to strengthen document management, scheduling, communication, and departmental efficiency.
• Collaborates with executive assistants and administrative teams across the health system to coordinate priorities and support effective system operations.
• Exercises independent judgment within delegated administrative authority and refers matters requiring legal interpretation or advice to the appropriate attorney.

Qualifications

Education

• Bachelor's degree required

Experience

• Minimum of 5+ years supporting senior legal executives
• Prior experience in a healthcare or hospital environment strongly preferred
• Experience supporting complex organizations with multiple stakeholders preferred

Knowledge, Skills, and Abilities

• Strong understanding of legal department operations and healthcare environment preferred
• Exceptional organizational and prioritization skills in a high-demand, fast-paced setting
• Advanced written and verbal communication skills, including executive-level correspondence
• High level of discretion, judgment, and professionalism
• Ability to anticipate needs and proactively resolve issues
• Strong relationship-building skills across clinical and administrative teams
• Proficiency in Microsoft Office Suite and collaboration platforms
• Ability to manage multiple priorities with accuracy and attention to detail
• Demonstrated ability to support strategic initiatives and project coordination

Thank you for your interest in Albany Med Health System!

Albany Med Health System is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Med Health System, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that: Access to information is based on a "need to know" and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Med Health System policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.