Executive Assistant to General Counsel

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

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.

Executive Assistant Role 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.

Some expectations for this role are that within:

• 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, Net Docs, Workday, and other systems as required

• 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

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

• 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.

• 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.

• 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…