Executive Senior Legal Assistant & Office Manager - Executive Office

Position Summary 

The Executive Senior Legal Assistant and Office Manager provides high-level administrative support to senior members of the Law Department’s executive team, ensuring efficient coordination of daily operations and strategic initiatives. This role works collaboratively with department leadership to coordinate complex scheduling, organize essential documents, manage communications, and maintain efficient executive workflows while exercising sound judgment with confidential and sensitive legal matters. This role also includes some supervisory responsibilities. 

Essential Functions 

The functions listed below are intended to describe the general nature and level of work performed in this role. They are not intended to be an exhaustive list of all duties, responsibilities, or essential functions. Duties may be modified, assigned, or reassigned as operational needs evolve, consistent with applicable law. 

• Draft and prepare letters, memoranda, and executive correspondence. 

• Maintain organized legal and administrative records, including archiving Solicitor Opinions and other confidential materials. 

• Compile and format recurring reports and deliverables for senior leadership. 

• Coordinate complex scheduling, including meetings, interviews, and cross‑departmental engagements. 

• Monitor and track assignments to support timely completion of executive priorities. 

• Manage incoming calls and provide assistance for general Law Department inquiries. 

• Log, route, and monitor incoming mail and information requests. 

• Collaborate on departmental projects with executive team members and division managers. 

• Initiate and follow up on information requests to City agencies to ensure deadlines are met. 

• Monitoring and coordinating supplies and equipment including, placing equipment requests for printer/copier maintenance, and maintaining inventory of office supplies to ensure smooth and uninterrupted service of the Executive Office in coordination with the Administrative Services Unit. 

• Provides leadership and direction of executive office reception operations, ensuring a professional, efficient, and consistently high‑quality experience for all visitors, callers, and inquiries. 

Competencies, Knowledge, Skills and Abilities 

• Excellent organizational skills 

• Effective and professional oral and written communication 

• Ability to work independently and think proactively  

• Ability to manage and prioritize numerous assignments 

• Computer skills required/desired for the position include: 

MS Office (Word, Excel, Outlook, Powerpoint, OneNote, Access) 

Google Drive (Docs, Sheets, Slides, Forms) 

Spreadsheets (Excel, Google Sheets, OpenOffice Calc). ...  

Email (mail merge, filters, folders, rules) 

Presentations/Slideshows (Powerpoint, Google Slides, OpenOffice Impress, Tableu) 

Microsoft Teams, Zoom and other virtual platforms 

• Ability to complete work projects in a timely and accurate manner 

• Commitment to advancing diversity, equity, and inclusion  

• Experience exercising discretion and confidentiality with sensitive information 

• Demonstrated ability to manage direct report(s).