Position Title: Executive Legal Assistant

Employee Classification: Executive Legal Assistant

College/Division: President's Office

Department: 480200-UNIVERSITY GENERAL COUNSEL

Internal or External Search: External - Open to all applicants

Location: Las Cruces

Offsite Location (if applicable):

Target Hourly/Salary Rate:  Commensurate with qualifications.

Appointment Full-time Equivalency:  1.0

Exempt or Non-Exempt:  Exempt

Summary:  Are you a skilled and experienced legal professional seeking an exciting opportunity to contribute your expertise to a dynamic educational institution? Look no further! New Mexico State University (NMSU) is seeking a talented and highly motivated Executive Legal Assistant to join our prestigious University General Counsel team.

In this pivotal role, you will be an integral part of a team dedicated to providing exceptional legal support and guidance to NMSU's leadership, faculty, staff, and students. Your exceptional organizational skills, attention to detail, and commitment to excellence will be invaluable assets as you navigate legal matters, manage confidential documents, and ensure seamless communication across various departments.

Classification Summary:
Provides confidential and complex administrative and paralegal support to University Counsel. Performs executive level legal duties, including research, data compilation and analysis, drafting legal documents and affidavits, and communicating legal information to stakeholders.

Classification Standard Duties:
Performs attorney scheduling, maintains calendars, submits work orders, conducts legal research, and manages assigned legal cases. Uses independent judgment to set priorities, determine defenses, conduct discovery, and meet deadlines vital to university operations. Prepares IPRA responses within strict timelines and acts as liaison with outside counsel, risk management, and stakeholders. Develops and manages electronic case filing, policy management, and IPRA systems. Leads assigned projects, coordinating with attorneys, risk management, administration, and staff. Assists with drafting, updating, and administering policies, using discretion in setting priorities, decision-making, and maintaining confidentiality. Decides when to share information or escalate matters to attorneys to support operations. Uses tact and strong organizational skills to handle significant, diverse information. Works with software systems, including Microsoft Outlook and various work order and data systems, to conduct research and compile data. Drafts legal position statements for attorney review on policies, practices, or transactions. Compiles, reviews, and organizes evidence for hearings and meetings. Drafts and reviews contracts, performs initial contract and settlement reviews, and prepares routine pleadings, statements, affidavits, and other legal documents. May represent the organization on committees and task forces and supervise or lead staff or student employees. Maintains professional growth through seminars, workshops, and affiliations to stay current on university law and related fields. Maintains legal files and databases, schedules meetings, coordinates correspondence, and may file pleadings and prepare affidavits. Assists with discovery, fact-finding, research, and other legal tasks. Conducts initial client interviews to gather information and recommend next steps.

Required Education, Experience, Certification/License, Equivalency
Education – High School diploma or GED certificate.
Experience - 4 years of experience related to the duties and responsibilities outlined above.

Equivalencies - Any equivalent combination of education, training and/or experience as approved by Human Resource Services such as completion of a post-secondary degree may substitute for years of experience. A paralegal certificate may substitute for up to 2 years of required experience.

Knowledge, Skills and Abilities
Knowledge: Knowledge of legal contract, agreement and settlement procedures and documentation. Knowledge of current and developing legal issues and trends in area of expertise. Knowledge of the principles and procedures of legal research. Skills: Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community. Ability to create, compose, and edit written materials. Ability to investigate and analyze information and draw conclusions. Ability to gather and organize legal evidence. Ability to work independently, with excellent judgment, tact, and discretion to achieve legal goals, ability to supervise and train employees, to include organizing, prioritizing, and scheduling work assignments. Ability to work with multiple software systems, including the Microsoft Outlook suite and work order and data systems.

Job Duties and Responsibilities
Such duties include attorney scheduling; maintaining attorney calendars; work order submissions; legal research; overseeing and maintaining NMSU legal cases and matters assigned; liaison between outside counsel, risk management, and NMSU; develop and administer electronic filing system. Team lead for coordinating projects with admin and assistants.

Preferred Qualifications

Special Requirements of the Position

Department Contact:  Lisa Henderson. lisalh@nmsu.edu

Contingent Upon Funding: Not Applicable

Bargaining Unit Eligibility: This is NOT a bargaining unit position with American Federation of State, County & Municipal Employees (AFSCME).

Standard Work Schedule: Standard (M-F, 8-5)

If Not a Standard Work Schedule: 

Working Conditions and Physical Effort

Environment: Work is normally performed in a typical interior/office work environment.

Physical Effort: No or very limited physical effort required.

Lifting Requirements: Requires handling of average-weight objects up to 10 pounds or some standing or walking.

Risk: No or very limited exposure to physical risk.