Executive Assistant to Chief Legal Officer; Houston, TX

Executive Assistant to the Chief Legal Officer (Houston, TX)

Location
:
Houston, TX

Salary Range
: $55,000.00–$65,000.00

Salary
:
Salary commensurate with experience

Hours per week
: 40 hours weekly

Earliest Start Date
:
Immediately

Hiring Department
:
University Lands

Required Application Materials

A resume is required to apply. Candidates under final consideration will also be required to submit professional references, college degree information, and employment history to an online third-party vendor.

The Executive Assistant to the Senior Vice President and Chief Legal Officer (CLO) is a key member of the University Lands (UL) administrative team. This position provides high-level administrative support, managing complex and confidential responsibilities that enable the CLO to operate effectively and strategically. The Executive Assistant oversees daily workflow, exercises sound judgment in decision-making, and ensures seamless coordination of executive-level activities, including communication, scheduling, and project management.

The role requires close collaboration with internal departments, external stakeholders, and senior leadership across UL. The Executive Assistant contributes to a culture of excellence and professionalism, supporting UL’s mission to be the leading land management organization in the country.

• Office of the CLO:
  Responsible for performing tactical and strategic administrative support tasks for the CLO. Establish and maintain strong working relationships with members of the executive leadership team, senior employees, and other administrative professionals.
• Administration:
  Work on complex administrative processes and databases to develop and test administrative procedures to ensure they are fully in line with organizational needs.
• Document Management:
  Organize, prepare, file and manage complex documents using a variety of applications. Gather and analyze data and prepare complex reports, agendas, minutes of meetings, and tailored letters and emails for approval by executives and senior employees. Draft, proofread, redact, and revise documents such as contracts, memorandum, and correspondence. Manage and track actions and outcomes.
• Outside Counsel Management:
  Review outside counsel invoices, track expenses against budget and contract caps, and work collaboratively with external law firms and internal departments to track issues and ensure prompt payment.
• Travel:
  Coordinate travel for executive and senior employees. Administer travel reimbursements and provide backup for assistance with UTS accounting platform (Concur).
• Calendar and Meeting Management:
  Responsible for calendar management, including the coordination of complex management meetings, calendar invites, room scheduling, and scheduling conference calls.
• Procurement:
  Achieve specific procurement goals or provide support to others while following established procurement systems and protocols. Responsible for tracking and processing invoices and AFEs for executives and senior employees.
• Business Meetings/Events Arrangement:
  Assist in arranging venues, equipment, catering, and travel related to events. Coordinate with departments to assist in planning and scheduling of office activities and social events.
• Manage Inquiries and Communications:
  Manage communication with external parties, including executives, board members, and industry leaders. Facilitate and participate in various meetings, regularly preparing minutes and tracking action items. Initiate contact internally and externally on a regular basis to convey requests, provide instructions, or obtain information.
• Facilities Management:
  Work with other administrative personnel on office management and maintenance.

• Proactive
• Advanced general administrative skills and knowledge required at an executive level.
• Ability to demonstrate diplomacy, discretion, and professionalism at all times.
• Exceptional organizational, prioritization, and time‑management skills.
• Ability to manage and adhere to deadlines, with strong attention to detail, higher level thinking skills, strong professional judgment and interpersonal skills.