Executive Legal Assistant

State of Ohio; United States; On-site; USD 68,000 - 72,000; Full time

Benefits offered by this job

Medical Coverage

Dental and Vision

Paid time off

Holidays

Education and Development

Job summary

State Medical Board of Ohio is seeking an Executive Legal Assistant to support the Chief Enforcement Attorney and the Enforcement Division in Columbus, OH. This role blends executive administrative duties with legal support to keep enforcement operations running smoothly.

You will manage calendars, coordinate hearings, assist with case documentation, and liaise with attorneys, investigators, and stakeholders to ensure timely, compliant work.

Qualifications

• 4 yrs. trg. or 4 yrs. exp. in business administration management science or public administration.
• Or completion of undergraduate core program in business administration, management science or public administration; 2 yrs. trg. or 2 yrs. exp. in supervisory, administrative &/or managerial position.
• Or completion of undergraduate core program in academic field commensurate with program area to be assigned per approved Position Description on file; 2 yrs. trg. or 2 yrs. exp. in supervisory, administrative &/or managerial position or staff position involving planning, research &/or policy/procedure development.
• Or 1 yr. exp. as Program Administrator 1, 63122.
• Or equivalent of Minimum Class Qualifications For Employment noted above

Responsibilities

• Serves as a primary liaison between the CEA, enforcement attorneys, investigators, contract attorneys, victim support personnel, and internal and external stakeholders.
• Supports operational needs for enforcement activities such as scheduling meetings, interviews, depositions, and administrative hearings, securing rooms, coordinating court reporters, managing logistics and communications, and creating and maintaining investigator on-call calendars.
• Maintains statistics of enforcement casework and tasks through use of spreadsheets and reports. Maintains consent agreement tracking tools and board action spreadsheets. Tracks deadlines and performs follow-up. Compiles, reviews, interprets, and summarizes data for reports and other documents.
• Assists enforcement attorneys with preparation of enforcement case documentation and board materials, including victim lists, correspondence, consent agreements, citations, and case summaries.
• Coordinates evidence gathering and organization with investigators and contract attorneys, including bundling evidence, migrating information to SharePoint, and conducting records collection from courts and regulatory agencies.
• Processes subpoenas and conducts initial follow-up.
• Assists with drafting case memoranda.
• Responds to law enforcement agencies’ requests for the Board’s confidential case materials.
• Serves as the designee for the CEA, ensuring continuity of daily workflows, case progress, communications, and administrative needs when the CEA is unavailable.

Skills

Program Management

Records Management

Board and Commission Compliance

Administrative support/services

Compliance Enforcement

Attention to Detail

Collaboration

Customer Focus

Teamwork

Time Management

Job description

Executive Legal Assistant (260006Z6)

Organization

: Medical Board

Schedule

: Full-time
Work Hours: 8:00 am - 5:00 pm
Classified Indicator: Unclassified
Union: Exempt from Union

Primary Location

: United States of America-OHIO-Franklin County-Columbus
Compensation: PR 12 - $33.32 (Step 1)

Primary Job Skill

: Program Management
Technical Skills: Records Management, Board and Commission Compliance , Administrative support/services, Compliance Enforcement
Professional Skills: Attention to Detail, Collaboration, Customer Focus, Teamwork, Time Management

Agency Overview

About Us

The State Medical Board of Ohio issues licenses and oversees the practice of allopathic physicians (MD), osteopathic physicians (DO), podiatric physicians (DPM), massage therapists (LMT), and various other allied health care professionals under the authority of the Medical Practices Act, Chapter 4731, Ohio Revised Code (ORC). The Medical Board continues to regulate naprapaths and mechanotherapists licensed by the Board before March 1992.

The Medical Board also regulates Physician Assistants, ORC Chapter 4730, Dietitians, ORC Chapter 4759, Anesthesiologist Assistants, ORC Chapter 4760, Respiratory Care Professionals, ORC Chapter 4761, Acupuncture, ORC Chapter 4762, ORC, Radiologist Assistants, ORC Chapter 4774, Genetic Counselors, ORC Chapter 4778, and Certified Mental Health Assistants, ORC Chapter 4772.

The Medical Board’s regulatory responsibilities include investigating complaints against applicants and licensees and taking disciplinary action against those who violate the public health and safety standards set by the General Assembly and the Medical Board.

Our Mission

The State Medical Board of Ohio’s mission is to protect and enhance the safety of the public through effective medical regulation.

Job Description

Classification

Program Administrator 2 (Executive Legal Assistant)

Division

Enforcement

Location

30 E. Broad Street - 3rd Floor, Columbus, OH 43215

What You’ll Do

The State Medical Board of Ohio is seeking a highly organized and confident Executive Legal Assistant to support the Chief Enforcement Attorney (CEA) and the Enforcement Division. This individual will blend executive-level administrative support with legal assistance responsibilities, serving as the Chief’s trusted right-hand partner in managing daily operations, coordinating complex enforcement activities, and ensuring continuity of workflow across the division. The ideal candidate is a proactive professional who can balance multiple priorities, maintain strong communication with diverse internal and external stakeholders, and help run the legal department - keeping enforcement operations moving smoothly even in the Chief’s absence. Legal experience is a plus, but exceptional organizational skills, sound judgment, and the ability to manage high-volume, detail-driven work are essential.

Job duties include, but are not limited to

• Serves as a primary liaison between the CEA, enforcement attorneys, investigators, contract attorneys, victim support personnel, and internal and external stakeholders.
• Supports operational needs for enforcement activities such as scheduling meetings, interviews, depositions, and administrative hearings, securing rooms, coordinating court reporters, managing logistics and communications, and creating and maintaining investigator on-call calendars.
• Maintains statistics of enforcement casework and tasks through use of spreadsheets and reports. Maintains consent agreement tracking tools and board action spreadsheets. Tracks deadlines and performs follow-up. Compiles, reviews, interprets, and summarizes data for reports and other documents.
• Assists enforcement attorneys with preparation of enforcement case documentation and board materials, including victim lists, correspondence, consent agreements, citations, and case summaries.
• Coordinates evidence gathering and organization with investigators and contract attorneys, including bundling evidence, migrating information to SharePoint, and conducting records collection from courts and regulatory agencies.
• Processes subpoenas and conducts initial follow-up.
• Assists with drafting case memoranda.
• Responds to law enforcement agencies’ requests for the Board’s confidential case materials.
• Serves as the designee for the CEA, ensuring continuity of daily workflows, case progress, communications, and administrative needs when the CEA is unavailable.

This position is unclassified and overtime exempt.

Why Work for the State of Ohio

At the State of Ohio, we take care of the team that cares for Ohioans. We provide a variety of quality, competitive benefits to eligible full-time and part-time employees*. For a list of all the State of Ohio Benefits, visit our Total Rewards website! Our benefits package includes:

• Medical Coverage
• Free Dental, Vision and Basic Life Insurance premiums after completion of eligibility period
• Paid time off, including vacation, personal, sick leave and 11 paid holidays per year
• Childbirth, Adoption, and Foster Care leave
• Education and Development Opportunities (Employee Development Funds, Public Service Loan Forgiveness, and more)
• Public Retirement Systems (such as OPERS, STRS, SERS, and HPRS) & Optional Deferred Compensation (Ohio Deferred Compensation)

*Benefits eligibility is dependent on a number of factors. The Agency Contact listed above will be able to provide specific benefits information for this position.

Qualifications

4 yrs. trg. or 4 yrs. exp. in business administration management science or public administration.

• Or completion of undergraduate core program in business administration, management science or public administration; 2 yrs. trg. or 2 yrs. exp. in supervisory, administrative &/or managerial position.
• Or completion of undergraduate core program in academic field commensurate with program area to be assigned per approved Position Description on file; 2 yrs. trg. or 2 yrs. exp. in supervisory, administrative &/or managerial position or staff position involving planning, research &/or policy/procedure development.
• Or 1 yr. exp. as Program Administrator 1, 63122.
• Or equivalent of Minimum Class Qualifications For Employment noted above

Job Skills

Program Management

Supplemental Information Pay Rates:

Unless required by legislation or union contract, candidates can expect to be paid at the lowest rate in the salary range (Step 1).

Background Check & Drug Screening

The final candidate selected for this position will be required to undergo a criminal background check and urinalysis test for drug use. Criminal convictions do not necessarily preclude an applicant from consideration for a position. An individual assessment of an applicant's prior criminal convictions will be made before excluding an applicant from consideration.

Status of Application

You can check the status of your application online by signing into your profile.

ADA Statement

The State Medical Board of Ohio is committed to providing access, inclusion and reasonable accommodation in its services, activities, programs, and employment opportunities