Executive Assistant - System General Counsel

Albany Med; United States; 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 and the Legal Department. The role involves confidential high-level administrative tasks, calendar management, travel arrangements, and preparation of agendas and minutes for leadership meetings.

The position requires a Bachelor’s degree and at least 5 years of experience supporting senior legal executives, preferably in healthcare. Strong discretion and advanced Microsoft Office skills are essential.

Qualifications

• Bachelor’s degree required.
• 5+ years supporting senior legal executives.
• Healthcare/hospital experience preferred.

Responsibilities

• Provide confidential executive administrative support to the System General Counsel.
• Manage a complex calendar and coordinate travel and scheduling across entities.
• Prepare agendas, minutes, and distribute notes for executive meetings.
• Coordinate with outside counsel and prepare legal documents and engagement materials.
• Maintain confidential files and support budget monitoring.

Skills

Discretion and professionalism

Advanced written and verbal\

Executive calendar management

Multitasking and prioritization

Microsoft Office Suite proficiency

Education

Bachelor’s degree

Tools

Microsoft Office Suite

Job description

Executive Assistant - System General Counsel

Department/Unit: Legal. Work Shift: Day (United States of America). Salary Range: $77,075.00 - $119,466.00.

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. Maintains 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.

Albany Med Health System is the largest not-for-profit and only academic health system serving northeastern New York and western New England. It includes Albany Medical Center, Albany Medical College, Columbia Memorial Health, Glens Falls Hospital, Saratoga Hospital, and the Albany Med Health System Visiting Nurses. The System is the region’s largest private employer, and each member institution carries a century-long tradition caring for our communities. Albany Med Health System has 1,520 hospital beds, more than 900 physicians, 125 outpatient locations, and the region’s only medical college, Level 1 trauma center, and children’s hospital. Patients turn to the System for care more than 3 million times each year. Albany Med Health System offers excellent career opportunities in a wide range of roles in both patient care and administration. We value all our staff members and offer outstanding employee benefits including: Excellent health care coverage with lower copays at most Albany Med Health System providers. A wide array of services and programs to support emotional, physical, and mental wellbeing Albany Medical Center, along with Columbia Memorial Health, Glens Falls Hospital, Saratoga Hospital, and the Visiting Nurses, form the Albany Med Health System, serving more than three million people over 25 counties.