Assistant to the General Counsel

Department: General Counsel

Location: Grand Rapids, MI

The Assistant to the General Counsel provides high-level administrative support, ensuring the efficient operation of the Office. This role involves gathering, maintaining and handling confidential information; managing schedules; coordinating meetings and assisting with special projects and events. The ideal candidate will possess excellent organizational skills, a strong attention to detail, and the ability to work independently.

Requisition ID: 673 Department: People, Culture and Equity Employee Group: Meet & Confer Schedule: 40 Hours/52 Weeks Compensation: OP4, $55,561 per year Benefits: https://www.grcc.edu/faculty-staff/human-resources/benefits-insurance Reports to: General Counsel Posting Opens: 12/12/2024 Posting Closes: 01/03/2024

ESSENTIAL FUNCTIONS

Administrative Support

• Manage and maintain the General Counsel's calendar, scheduling appointments, meetings and travel arrangements. • Screen and prioritize incoming communications (emails, calls and mail). • Prepare, edit, maintain and send correspondence, reports, presentations and other documents. • Handle confidential information with discretion and professionalism. • Respond to concerns and questions from internal and external customers. • Provide administrative report for College policy-making bodies and processes. • Gather and/or assist with gathering documents from internal and external stakeholders relating to Freedom of Information Act requests, collective bargaining and other functions performed by the Office of General Counsel. • Collect, maintain and organize institutional contracts, policies and other records maintained by the Office of General Counsel. • Represents the Office as needed in meetings and other events internally and externally. • Manage department budget and perform general monitoring of budgets within the Office of General Counsel. • Prepare and maintain confidential material related to labor relations, including collective bargaining. • Provide support for other Office of General Counsel staff as needed.

Meeting Coordination

• Organize and coordinate internal and external meetings, including preparing agendas, materials and minutes, where appropriate. • Arrange logistics for meetings, such as booking conference rooms, setting up audio-visual equipment and providing refreshments. • Ensure follow-up actions from meetings are tracked and completed.

Event Coordination

• Support the organization and execution of College events involving or relating to the Office of General Counsel.

Communication

• Draft and distribute communications on behalf of the General Counsel. • Act as a liaison between the General Counsel and staff facilitating effective communication and collaboration. • Handle inquiries and requests, providing appropriate responses or referrals as necessary. • Maintain the website for the Office of General Counsel.

Other Functions

• Complete purchase orders for the office as needed. • Order office supplies and materials as needed. • Organize and maintain various filing systems. • Other duties as assigned. • Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.

JOB SPECIFICATIONS

Education Credentials

• Bachelor's Degree required.

Work Experience

• A minimum of three years of administrative assistance experience or the equivalent, required • Experience working in higher education, preferred. • Experience in a law firm or legal services environment, preferred. • Proficiency in Microsoft Office Suite and Google Suite, preferred.

Skills