Legal Administrative Assistant

Job Summary

The Legal Administrative Assistant will provide administrative support to the Legal team. In addition to general administrative responsibilities, this individual will take part in various ad hoc tasks and projects included below. This is a hybrid role, with an expectation of four days in the office and one day remote each week.

Responsibilities and Duties

• Provide administrative support to the Chief Legal Officer and assist the Assistant General Counsel, Counsel, Junior Counsel, and other Legal Department staff as needed.
• Serve as the primary administrative point of contact for the Legal Department with Company executives, internal departments, and external parties.
• Manage calendars, schedule meetings, coordinate conference calls, and assist with meeting agendas and minutes.
• Arrange travel, department events, and other logistical needs for the Legal Department.
• Maintain organized electronic and physical legal files, ensuring accurate document control and version tracking.
• Contract routing, signature coordination, and execution tracking.
• Support Legal Department intake and tracking processes for contracts and legal requests.
• Track legal deadlines, key dates, and reminders using calendaring and tracking systems.
• Support litigation and claims management activities by assisting Legal Department staff, the Claims Manager, Paralegal, and Outside Counsel with document coordination and administrative tasks.
• Assist the Chief Legal Officer with invoice processing, legal spend tracking, expense reporting, and maintaining legal department budget records.
• Assist Chief Legal Officer with Board materials formatting and assembly.
• Draft and format correspondence, memoranda, presentations, and reports for internal and external use.
• Assist with special projects and administrative initiatives as assigned by Legal Department leadership.
• Provide general operational support to ensure the Legal Department runs efficiently and consistently.

Qualifications and Skills

• Associate or bachelor's degree in business administration, Legal Studies, Paralegal Studies, or related field is preferred.
• 3 + years of administrative experience, preferably supporting a legal department, law firm, or construction organization.
• Strong organizational and document management skills with high attention to detail.
• Capable of handling confidential information with discretion
• Able to operate efficiently in a fast-paced construction and corporate environment
• Self-motivated person with highly professional work ethic, appearance and demeanor
• Proficiency with computers, including strong word processing skills
• Ability to multi-task and prioritize assignments
• Ability to work independently and as a team player
• Strong written and verbal communication skills

Computer Systems

• Proficiency in Microsoft Office (Excel, Word, PowerPoint, and Outlook), AIA Management Software, and experience with document-management or contract management systems preferred

Salary Information

To the extent this role is performed in New York City, the annual salary range for this position is $75,000 - $85,000.

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