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Sr. Executive Assistant/Law Office Administrator

Providence College

Providence, RI

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JOB DETAILS
SALARY
$82,000–$87,000 Per Year
SKILLS
Access Authorization, Administrative Skills, Attorney, Automotive Industry, Background Investigation, Billing, Calendar Management, Communication Skills, Compensation and Benefits, Contract Management, Contract Review, Data Collection, Database Administration, Device Drivers, Disability Insurance, Documentation Format, Employee Benefits, Establish Priorities, Executive Assistant Skills , Expense Reports, Higher Education, Information Technology & Information Systems, Insurance, Insurance Documentation, Keyboards, Legal, Litigation, Maintain Compliance, Manual Dexterity, Multitasking, Office Management, Organizational Skills, Paralegal, Performance Analysis, Personal Injury, Photocopy, Physical Demands, Presentation/Verbal Skills, Record Keeping, Records Management, Regulatory Compliance, Research Skills, Spreadsheets, Team Player, Time Management, Training/Teaching, Tuition Fees, Writing Skills
LOCATION
Providence, RI
POSTED
1 day ago
Salary: $82,000.00 - $87,000.00 Annually
Location : Providence College
Job Type: Full-time Staff
Job Number: PC00232
Division: Office of General Counsel
Department: General Counsel
Opening Date: 05/13/2026
FLSA: Exempt
Bargaining Unit: NU

Conducted under the auspices of the Dominican Friars, Providence College is a Catholic, Dominican, liberal arts institution of higher education and a community committed to academic excellence in pursuit of the truth, growth in virtue, and service of God and neighbor. We seek candidates who can affirm and contribute to our

Providence College is also an equal opportunity employer and is committed to fostering a - an environment that reflects the rich diversity of the human family and is marked by justice, charity and the promotion of the common good and flourishing of all. We invite applications from qualified individuals who possess the experience, knowledge and commitment to develop the diverse learning environment envisioned as part of the Beloved Community. Women and minority candidates are strongly encouraged to apply. The College's Non-Discrimination policy can be found
Overview
This position serves as the principal administrative and operational professional for the Office of General Counsel, providing senior-level executive support to the Senior Vice President and General Counsel while also performing high-level legal assistant, paralegal, and office management responsibilities. The role supports the office's attorneys, manages complex and sensitive legal matters of a paralegal nature, and ensures the effective day-to-day operation of the office. The position operates within a highly confidential, legally privileged, and professionally demanding environment.

Duties and Responsibilities
  1. Produce correspondence and documentation in various formats, including photocopy/scan and prepare materials according to department standards, create and maintain calendars and records, manage supplies, complete and process all vouchers/billing/expense reports, and respond to inquiries. Perform intermediate computer functions including managing databases and creating and analyzing spreadsheets. Safeguard highly confidential and legally privileged information as necessary. Serve as the department's web editor. (20%)
  2. Administer the contracts and agreement tracking and review process, including maintenance of an online log and associated contract files. Review incoming contract submissions to ensure compliance with department standards, respond to submitters regarding non-compliance, and identify items of change from prior years submissions. (20%)
  3. Perform various paralegal functions including gathering materials in response to discovery requests, respond to subpoenas and other third-party information requests, maintain litigation hold database and liaison with Information Technology with updates, maintain the department's open and closed disputes report, oversee the annual conflict of interest disclosure response process, conduct limited research such as gathering court decisions or annotated statues regarding particular matters, and gather information from publicly available databases, such as federal court databases. (15%)
  4. Liaison with insurance companies and the college's insurance broker regarding personal injury and property-related incidents and automobile accidents, including obtaining reports and other documents to resolve claims and disputes. Obtain and maintain all insurance certificates for all activities on campus from our insurance and third-party carriers. Obtain information for and assist in completing all insurance applications as part of the annual renewal of the college's property and casualty portfolio renewal. (15%)
  5. Administer the driver authorization program for prospective and current employees and students who apply or need to drive on behalf of the college; run background checks and assure that the office process is followed across the campus. Administer the camps/clinics program for the activities involving minors on campus. Educate departments on required procedures, obtain required documentation, and ensure documentation received is compliant with established mandates. (15%)
  6. Act as the direct supervisor for the office's part-time senior office assistant (train, assign work, evaluate performance, track time entry, etc.) (15%)
MARGINAL DUTIES:
  1. Perform all other duties as may be required.


Education and Experience
  • Bachelor's degree from an accredited institution. Paralegal certificate preferred.
  • Five to seven years' experience in law office or in-house corporate legal office, or an equivalent combination of education and experience.
  • Excellent organizational skills.
  • Ability to work independently, meet deadlines, and prioritize assignments while managing multiple tasks.
  • Excellent oral and written communication skills.
  • Ability to work collaboratively and successfully with other departments, offices, and divisions on campus and with off-campus constituencies.
  • Must be trustworthy and dependable; honor and safeguard privacy and protect legally confidential information at all times and under all circumstances.
  • Intermediate/Advanced proficiency with Microsoft Office Suite and Adobe Acrobat.
Supplemental Information
PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Sitting in a normal seated position for extended periods of time
  • Reaching by extending hand(s) or arm(s) in any direction
  • Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard
  • Communication skills using the spoken word
  • Ability to see within normal parameters
  • Ability to hear within normal range
  • Ability to move about
DISCLAIMER: This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required.
NOTICE OF E-VERIFY PARTICIPATION

Providence College participates in E-Verify to confirm the identity and employment authorization of individuals hired to work in the United States. Before submitting this application, please review the following documents:

By continuing with this application, you acknowledge that you have been informed of our participation in E-Verify and have had the opportunity to review these notices.
Providence College offers a comprehensive range of valuable benefits to eligible employees, which are designed to:
  • Promote the health and well-being of you and your family
  • Provide financial security while you are working
  • Build financial resources for retirement
  • Help you balance personal and work responsibilities
  • Provide educational opportunities for you and your family


These benefits include but are not limited to health, dental, 403b retirement plan, flexible benefits plan, tuition benefits, employee assistance plan, college paid basic life insurance and long-term disability insurance, and paid time off. To learn more, please visit our Employee Benefits website by clicking the following link:

About the Company

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Providence College

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