Paralegal Executive Assistant

MRCE, founded in 1910, is an award-winning engineering firm recognized as an industry leader in geotechnical and foundation engineering. With over 110 years of experience, we consult on a wide range of projects worldwide—from major public infrastructure like bridges and tunnels to high-rise and deep basement private developments.

Consistently ranked among ENR’s top 500 design firms, MRCE fosters a collaborative learning environment across our New York City headquarters and offices in Arlington, VA and Philadelphia, PA. We bring together the expertise of seasoned engineers, technical consultants, and a diverse professional staff to deliver high-impact, technically rigorous work.

Job Description

MRCE is seeking an Executive Assistant with paralegal capabilities to support our Principals in the firm’s New York City office. This full-time, in-person role requires a highly professional, organized, and proactive individual who can manage complex administrative tasks and support legal-related workflow, including contract review, proposal development, and communication with outside counsel.

You’ll play a critical role in managing communications, scheduling, logistics, contract coordination, and project follow-up—ensuring our Principals are focused, efficient, and positioned for success.

Job Responsibilities

Executive Support Responsibilities:

• Provide high-level administrative support to MRCE’s Principals, including calendar management, meeting prep, and travel coordination
• Monitor and triage communications, flagging and prioritizing key items for follow-up
• Prepare professional correspondence, agendas, and presentation materials
• Track deadlines, action items, and project milestones across platforms
• Coordinate expense reporting, documentation, and confidential records
• Ensure a polished, organized office presence aligned with MRCE’s standards
• Act as liaison with staff, clients, and external stakeholders
• Occasionally support local events or errands as needed

Paralegal & Contract/Proposal Responsibilities (New):

• Review contracts, amendments, and project agreements for completeness, accuracy, and alignment with MRCE’s standards
• Assist with assembling, organizing, and formatting proposals, including scope documents, qualifications packages, and required attachments
• Coordinate directly with MRCE’s external legal team (MRCE counsel) to facilitate contract edits, feedback, and approvals
• Draft and prepare routine legal correspondence and contract-related summaries
• Maintain organized records of contracts, proposals, and legal documentation
• Track contract status, renewal dates, and pending approvals
• Ensure confidentiality and accuracy in all legal and contractual materials
• Support Principals in understanding outstanding legal deliverables or obligations

Qualifications

• Bachelor’s degree required
• Minimum 5 years of executive-level administrative support in a professional office environment
• Experience with contract review, proposal assembly, or paralegal duties strongly preferred
• Exceptional discretion and judgment in handling sensitive information
• Excellent organizational and time management skills
• Outstanding written and verbal communication abilities
• Ability to draft, edit, and proofread professional documents with precision
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Self-starter with a calm, professional demeanor and ability to work independently

Preferred Skills

• Experience in engineering, architecture, construction, legal support, or professional services
• Familiarity with shared task management and scheduling software
• Prior experience working with or coordinating communication between executives and legal teams
• Desire to be part of a collaborative, mission-driven team

Typical Physical Demands and Work Environment

• In-person, seated desk work in a climate-controlled office
• Occasional lifting of office supplies/materials (up to 15 lbs)
• Extended computer use, phone and in-person communication
• Navigating between office and meeting spaces
• Maintaining a professional, composed demeanor in a fast-paced environment

Base Salary Range:

$80,000 – $90,000

Benefits Include:

• 401(k) with company contribution
• Medical, Dental, and Vision insurance
• Life/AD&D coverage
• Flexible Spending & Dependent Care Accounts
• Commuter benefits
• 10 paid holidays and vacation leave
• Parental leave

Job Type: Full-time
Schedule: Monday–Friday, in-office
Work Location: New York, NY (in person)

MRCE is an equal opportunity employer and considers all applicants without regard to race, color, religion, national origin, citizenship, gender, disability, age, or any other status protected by law.

Job Type: Full-time

Pay: $80,000.00 - $90,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• How many years of experience do you have supporting executive-level leadership in a professional office environment?
• Do you have experience reviewing contracts, proposals, or legal documents as part of your role?
• Have you previously coordinated with attorneys or a legal team regarding contracts, compliance, or corporate documents?
• This position is full-time and 100% in-office (New York, NY). Are you able to work on-site Monday–Friday without restrictions?
• Are you comfortable drafting, proofreading, and editing professional correspondence and proposals with high accuracy?
• What is your level of proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint)?
• Are you comfortable with the salary of $80,000-$90,000 posted?

Work Location: In person