Executive Assistant

Legal Aid Society of Middle Tennessee and the Cumberlands

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Job Summary

The Executive Assistant provides primary support to the Executive Director with additional support to the Executive team. This role will work on complex assignments and projects where independent action and a high degree of initiative is required. Works on a variety of difficult and complex secretarial and administrative duties essential to operating a major law firm. This position requires management of confidential information and the development of strong professional relationships, both within the firm and with external partners. The Executive Assistant is a member of the Executive team and as such is expected to maintain an esteemed level of professionalism. This position is funded in part by, and in collaboration with, one or more grants. Personnel must adhere to goals and outcomes detailed in the grant contract. This position is funded for the duration of the grant and subsequent renewal may result in modification of job duties and responsibilities.

Job Responsibilities

• Performs professional level-administrative work for, and may act on behalf of, the Executive Director.

• Keeps the Executive Director informed about activities occurring within the organization which could have a direct effect on operations.

• Interprets policies, rules, and regulations as required.

• Analyzes and recommends methods for improving workflow in such areas as record keeping systems, forms control, and general office operation.

• Assists with budget preparation for the firm.

• May interview job applicants, conduct orientation of new employees, and plan training programs.

• Conducts initial review of client grievances.

• Implements and/or oversees projects and prepares concise reports, as directed by the Executive Director and the Executive team.

• Researches and gathers relevant statistical, financial, and personnel data, which may be of a confidential nature used in planning and decision-making.

• Serves as a liaison to the Executive Director.

• Prepares directives and difficult correspondence for the Executive Director signature.

• Follows up on implementation of departmental directives for the Executive Director.

• Maintains records which may be of a confidential nature and disseminates information as necessary.

• May oversee and participate in the work of a clerical staff.

• Coordinating and managing the Executive Director’s calendar, answering calls and organizing prompt responses, and facilitating all other communication requests or activities.

• Assist the Executive Director in scheduling staff meetings as well as meetings with key supporters or potential supporters, partner agencies, members of the bar and judiciary, and other persons and entities.

• Coordinate donor and stakeholder events, as assigned.

• Ensures the Executive Director has all necessary information and materials for upcoming meetings, travel, or speaking engagements.

• Supporting logistics, planning, and communications as needed, specifically around special initiatives and partnerships.

• Assist the Executive Director in communications with staff, members of the board of trustees, donors, funding entities, and others.

• Assist the Executive Director in responding to staff requests in a timely and effective manner, using sound judgment in prioritizing requests and obtaining timely answers.

• Manages the organization of materials and information coming into the Executive Director’s office.

Qualifications

Who We Are Looking For:

• Consummate professional.
• Exceptional interpersonal skills and emotional intelligence.
• Strong event planning and project management background.
• Previous experience working with a Board of Directors.
• Excellent oral and written communication skills including correspondence, spreadsheets, memos, charts, tables, graphs, agendas, minutes, and power points.
• Meticulous attention to detail and ability to multi-task.
• Ability to work on a fast-paced, high demand team.
• Ability to keep confidences and maintain effective working relationships with a variety of individuals.
• Bachelor’s degree and six (6) years of increasingly responsible complex administrative experience.
• Critical thinker with strong problem solving skills.
• Ability to proactively anticipate the needs of the Executive team.
• Reliable and dependable.
• Works as a member of a team and independently. Willingness to help others and share knowledge, information, contacts, and experience.
• Great sense of humor and a commitment to the principal of equal justice and advocacy for low-income persons.
• Must have driver’s license and access to reliable transportation.

Additional Information

Benefits

How to Apply

Email cover letter, resume, and three references (with email addresses and phone numbers) in PDF format to our Hiring Manager at hr(at)las.org. Subject line should read: re: Executive Assistant Position. Apply as soon as possible. Legal Aid Society of Middle Tennessee and the Cumberlands provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.

Details

• Date Posted: July 5, 2022
• Type: Full-Time
• Job Function: Administrative
• Service Area: Community Development
• Start Date: 06/16/2022
• Salary Range: $56,750 - $68,250
• Working Hours: 40 hrs/wk; M-F, 8:00am - 4:30pm