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Executive Assistant to the General Counsel

**Department:** Legal

**Employment Type:** Full Time

**Location:** Stephen A. Schwarzman Building

**Reporting To:** Bridget Smith

**Compensation:** $90,000 - $95,000 / year

Description

Overview

The Office of the General Counsel (OGC) serves as the New York Public Library’s in-house legal department, advising on corporate governance, labor and employment, compliance, intellectual property, real estate transactions, philanthropy, and partnerships. The OGC supports the President, Board of Trustees, and Senior Executive Team in advancing the Library’s mission while ensuring legal, ethical, and regulatory compliance across its 90+ locations.

The Executive Assistant to the General Counsel (GC) is a pivotal partner in managing the operations and priorities of the OGC. This individual ensures the GC’s time and focus are directed toward the Library’s most strategic legal, governance, and institutional matters. Serving as a key connector between the OGC, the President’s Office, the Board of Trustees, and external counsel, this role requires exceptional judgment, discretion, and organizational skills.

This position offers an extraordinary opportunity to work alongside a seasoned GC supporting one of New York’s most dynamic nonprofit institutions. The Executive Assistant will thrive in a fast-paced, intellectually engaging environment where professionalism, diplomacy, and confidentiality are paramount.

Some expectations for this role are that within:

**1 month** , this person will:

+ Become familiar with Executive Suite protocols, processes, and procedures

+ Meet key personnel (executive office assistants, senior leaders and Legal team) and understand the organizational structure

+ Become familiar with Trustees and other key stakeholders

+ Understand the Library’s technology: Google Workspace, Docusign, NetDocs, Workday, and other systems as required

**3 months** , this person will:

+ Support all of the GC’s administrative needs, including short and long-term schedule management, meeting coordination and preparation, internal and external communications, etc

+ Make the various processes related to the GC’s administrative needs their own

**6 months and beyond** , this person will:

+ Successfully perform the core functions of this role with minimal supervision as outlined below, and continue to improve processes

Responsibilities

+ Serve as the trusted administrative partner to the GC, anticipating needs and ensuring seamless execution of all priorities.

+ Coordinate a complex, high-volume calendar that includes internal and external meetings with Trustees,staff, and outside counsel.

+ Prepare and organize materials for Board and Committee meetings; ensure proper handling and archiving of confidential governance documents.

+ Assist with corporate governance processes, including recordkeeping, annual disclosures, and compliance reporting.

+ Manage day-to-day operations of the OGC, including correspondence, filing systems, and project tracking.

+ Draft, proofread, and format correspondence, contracts, and reports for internal and external audiences.

+ Partner with Finance and HR to process invoices, budget reports, and legal retainers.

+ Maintain digital and physical filing systems aligned with NYPL’s record-retention and confidentiality standards.

+ Serve as the primary point of contact for all inquiries to the GC, exercising discretion and prioritization.

+ Collaborate with the Executive Office, President’s Office, and other department leaders to coordinate communications and ensure seamless scheduling.

+ Draft, review, and distribute communications on behalf of the GC to internal and external stakeholders.

+ Assist with special projects related to legal compliance, corporate governance, and policy development.

+ Track progress on strategic initiatives and prepare periodic updates and presentations.

+ Provide logistical and administrative support for legal trainings, orientations, and audits.

Cross-Departmental Collaboration

+ Work closely with other Executive Assistants to ensure cohesive operations across the Executive Suite.

+ Provide backup support to the President’s Office, Tisch Director, Mellon Director, and Chief Operating Officer, as needed.

+ Serve as an ambassador for the OGC, modeling professionalism, service excellence, and discretion.

The ideal candidate will:

+ Demonstrate sound judgment and maintain confidentiality when handling sensitive legal and governance matters.

+ Anticipate needs and think several steps ahead to ensure the GC is fully prepared and supported.

+ Communicate clearly and persuasively with internal and external stakeholders.

+ Exhibit exceptional organizational, time management, and multitasking skills.

+ Adapt easily to changing priorities and deadlines while maintaining composure and professionalism.

+ Bring intellectual curiosity and a proactive interest in the work of the Library and its legal function.

+ Show an attention to detail in all aspects of work.

Required Education, Experience & Skills

Required Education & Certifications

Bachelor’s degree

Required Experience

+ 5+ years’ experience supporting senior executives, legal teams, or boards in a complex organization.

+ Prior experience supporting a General Counsel, Chief Legal Officer, or law firm partners strongly preferred.

+ Experience managing confidential materials and sensitive correspondence.

Required Skills

+ Mastery of Google Workspace and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

+ Familiarity with DocuSign, Workday, and Netdocs preferred.

+ Exceptional written and verbal communication skills.

+ Strong analytical and problem-solving abilities.

+ Ability to manage competing demands with tact and professionalism

Managerial/Supervisory Responsibilities

N/A

More...

Core Values

_All team members are expected and encouraged to embody the NYPL Core Values:_

+ Be **Helpful** to patrons and colleagues

+ Be **Resourceful** in solving problems

+ Be **Curious** in all aspects of your work

+ Be **Welcoming** and **Inclusive**

Work Environment

+ Office setting

Physical Duties

+ May require light lifting up to 20 lbs

Pre-Placement** **Physical Required?

No

Union/Non Union

Non-Union

FLSA Status

Non-Exempt

Schedule

+ 35 hours per week

+ Some nights and weekends, as required to complete critical tasks

_This job description represents the types and levels of responsibilities that will be required of the position and shall not be construed as a declaration of all of the specific duties and responsibilities for the role. Job duties may change if Library priorities change. Employees may be directed to perform job-related tasks other than those specifically presented in this description as needed._

_The New York Public Library_** **_Salary Statement_

At the Library, we believe that pay transparency and pay equity are important to ensuring we source the best candidates and keep the best employees. When making a determination as to the appropriate salary for a candidate, we consider a variety of factors such, including, but not limited to, the position requirements, the skills, prior experience, and educational background required or preferred for the job, the scope and impact of the role within the organization, internal peer equity, and the candidate's specific training, experience, education level, and skills. No single factor is conclusive; the Library reserves the right to consider any and all relevant factors and make a decision consistent with its policies.

Union Salaries are determined by collective bargaining agreement(s).