Executive Legal Assistant - Greenway Plaza

The position of the Executive Legal Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the General Counsel and supports the Legal Department in the intake and processing of legal requests.  The Executive Legal Assistant may also serve as a liaison to the Board of Directors and senior management teams.  The Executive Legal Assistant must enjoy working in an environment that is mission-driven, results-driven and community oriented.  Assures compliance with all Bank policies and procedures, as well as all applicable state and federal banking regulations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Completes a broad variety of administrative tasks for the General Counsel including managing an extremely active calendar of appointments, composing and preparing correspondence that is confidential at times, arranging agendas and logistics when needed for meetings, drafting correspondence and documents for attorney review, and actively managing the organization of large volumes of files and information.
2. Plans, coordinates and ensures the schedule of the General Counsel is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the General Counsel’s time and office.
3. Successfully completes critical aspects of deliverables with a hands-on approach, conducting research within LawVu to pull documentation in response to legal requests, log legal requests and internal incidents, responding to liens, processing levies, and performing other tasks that facilitate the intake and processing of legal requests and obligations.
4. Prioritizes, and follows up on incoming issues and concerns addressed to the Legal Department, including those of a sensitive or confidential nature.
5. Uses Bank-specific systems to research and place legal holds on accounts related to IRS and Texas Workforce Commission levies, Comptroller freezes, child support liens, subpoenas and garnishments. May generate invoices for subpoena fees.
6. Communicates directly, and on behalf of the Legal Department, on legal matters.
7. Provides a bridge for smooth communication between the Legal Department and internal departments, external customers, lawyers and outside vendors demonstrating leadership to maintain credibility, trust and support.
8. Works closely and effectively with members of the Legal Department to keep them informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping Management updated.
9. Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects, some of which may have organizational impact.
10. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
11. Compliance with any and all BSA/AML/CFT and Sanctions requirements set forth by Bank Policy and Procedure, including but not limited to timely completion of assigned training.

SECONDARY DUTIES

The position performs duties specific to the position and other functions as assigned by management.

SUPERVISORY RESPONSIBILITY

This position is not responsible for the supervision of staff.

ENVIRONMENT AND PHYSICAL ACTIVITY

The incumbent is in a non-confined office setting in which they are free to move about at will.  In the course of performing the duties and responsibilities of this position spends time writing, speaking, listening, lifting (up to 25 pounds), sitting, typing on a computer keyboard, and standing, kneeling and reaching.

The incumbent for this position may operate any or all of the following: telephone, copy and fax machine, adding machine, computer and related printers.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The incumbent in this position must be able to read documents or instruments, detailed work, problem solving, customer contact, reasoning, math, verbal and written communication, analytical reasoning, multiple tasks with constant interruptions.

MINIMUM REQUIREMENTS

These specifications are guidelines based on the minimum experience required to perform the essential functions of the job.  Individual abilities may result in some deviation from these guidelines:

• Minimum of 8 years' work-related experience and/or training; or the equivalent combination of education and experience.  Work related experience should consist of administrative duties with a financial institution background.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members and external partners.
• Expert level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Ability to work with minimal supervision while performing duties.
• Effective organizational and time management skills.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point)
• Forward looking thinker, who actively seeks opportunities and proposes solutions.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Courteous social skills to welcome visitors in a business environment.