Executive Assistant - System General Counsel

Albany-Medical-Center; 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. The role requires handling confidential information, complex calendars, scheduling across the health system, and preparation of agendas and notes for leadership meetings.

You will coordinate travel, assist with legal matters, and liaise with executives, physicians, and external counsel, maintaining discretion and professionalism in a fast-paced environment.

Qualifications

• Bachelor’s degree required.
• 5+ years supporting senior legal executives.
• Healthcare environment preferred.
• Experience supporting complex organizations with multiple stakeholders.

Responsibilities

• Manages a complex calendar, prioritizes meeting requests, and coordinates travel.
• Prepares agendas or presentations and takes/distributes minutes.
• Screens visitors, calls, and emails while maintaining confidentiality.
• Serves as primary administrative contact for the General Counsel's office.
• Supports budget monitoring and outside counsel coordination.

Skills

Executive support

Calendar management

Communication

Discretion

Education

Bachelor's degree

Tools

Microsoft Office Suite

Job description

Department/Unit:LegalWork Shift:Day (United States of America)Salary Range:$77,075.00 - $119,466.00Executive Assistant - System General CounselThe 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 requiredExperience:Minimum of 5+ years supporting senior legal executivesPrior experience in a healthcare or hospital environment strongly preferredExperience supporting complex organizations with multiple stakeholders preferredKnowledge, Skills, and Abilities:Strong understanding of legal department operations and healthcare environment preferredExceptional organizational and prioritization skills in a high-demand, fast-paced settingAdvanced written and verbal communication skills, including executive-level correspondenceHigh level of discretion, judgment, and professionalismAbility to anticipate needs and proactively resolve issuesStrong relationship-building skills across clinical and administrative teamsProficiency in Microsoft Office Suite and collaboration platformsAbility to manage multiple priorities with accuracy and attention to detailDemonstrated ability to support strategic initiatives and project coordinationThank 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.