Executive Assistant to Legal Counsel

Archdiocese of Los AngelesLos angeles, CaliforniaOtherOn Site

Department: Legal
Status: Exempt, Full Time
Performs a wide range of administrative duties for the Office of the Legal Counsel of the Archdiocese of Los Angeles.


Because all Archdiocesan employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and mission of the Church in performing their work.
  • Oversees and implements administrative aspects of legal department (currently general counsel, four part-time attorneys, one paralegal and another office administrative person, several project administrative personnel and consultants and investigative consultants); coordinates with other senior administrative offices and personnel and with outside counsel (currently approximately 15 different firms).
  • Acts as primary personal and telephone contact for schools, parishes and third parties in their dealings with the legal department; responds to queries concerning court or ongoing activities and issues.
  • Participates in strategic planning and task allocation for legal department.
  • Composes, proofreads and revises correspondence, including letters, reports and memos and other documents
  • Coordinates execution of documents (must be or be eligible to be notary).
  • Coordinates assignment of investigators to various matters and assists in preparation of reports to law enforcement, district attorney or other related entity
  • Oversees ADP time management system and other internal administrative processes in the legal department.
  • Assists in preparation of annual financial audit and annual U.S. Catholic Conference of Bishops audit of safe environment efforts and training.
  • Performs routine legal and or other fact research.
  • Maintains files and coordinates with Archdiocese offices.
  • Accepts service of process for general civil litigation matters and participates as requested in responses to summons and subpoenas for counsel and other entities.
  • Assists with department budgets, reconciles budget reports and ongoing budget updates.
  • Prepares vouchers and authorizes payment of invoices.
  • Orders and maintains office supplies; opens, sorts and distributes mail and conducts other general office matters.
  • Coordinates and oversees various on and offsite meetings, workshops, and other activities and events, including video and conference calls. Prepares meeting materials, arranges for audio-visual equipment, coordinates catering.
  • Monitors General Counsel and Legal department calendars for potential conflicts and to assure proper work coverage of department.
  • Coordinates travel arrangements.
  • Tracks renewal of Bar and other membership organizations and CLEs.
  • Assists in C3 technology project and relationships; oversees involvement in technology and other conferences pilot and other special projects and performs other related duties, as required.
  • Assists with special projects, as requested.


Education and Experience

Any combination of education and experience likely to provide the required knowledge, skills, and abilities, typically:
  • Active member of a Roman Catholic faith community.
  • Minimum five years of related administrative experience.
  • Legal secretarial or senior administrative background.
  • Bilingual (English/Spanish), preferred.
  • Notary or eligible to become Notary.

Knowledge, Skills, and Abilities

Knowledge of:
  • Archdiocesan and Church policies, procedures and organization.
  • Legal terminology.
  • Legal office procedures and business etiquette.
  • Legal research techniques.
  • Highly proficient in English usage, grammar, spelling, and punctuation.
  • Basic bookkeeping and record keeping methods and procedures.
  • Navigator Financial System.
  • Facility with Microsoft Office products (SharePoint, Outlook, Excel, Word, PowerPoint), G-Suite and related software is essential.
Skill in:
  • Public contact.
  • Report assembling.
  • Organization and planning.
  • Telephone communications.
  • Office technology.
Ability to:
  • Maintain a high level of confidentiality.
  • Work independently and responsibly with little or no supervision at a high level of responsibility.
  • Address a wide variety of sensitive situations, cultural encounters and individual needs and expectations.
  • Develop and maintain effective working relationships with senior administrators and all staff.
  • Use technology resources and possess keyboarding, computer and spreadsheet skills sufficient to meet needs of job.
  • Communicate effectively in written and oral form.
Physical and Environmental Requirements
  • Occasionally lift up to 20 pounds.
  • Sit for sustained periods of time on a daily basis.
  • Perform tasks requiring intermittent bending, stooping, and walking.
  • Sustain frequent movement of the fingers, wrists, hands, and arms
Our Benefits include:
  • Health Insurance ( Medical, Dental and Vision)
  • Mental Health Services (Employee Assistance Program)
  • Pension Plan
  • 403B Plan
  • Vacation & Sick Time
  • Paid Holidays
  • Employee Discount Programs (24hr Fitness, LA Fitness, Hotel Engine, Great Work Perks*)
    • Great Work Perks (Amusement Parks, Car Rentals & Hotel, Restaurant, and Shopping discounts)
  • Transit Subsidy

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