The Executive Assistant plays a vital role in providing comprehensive administrative support to the legal department. This position is responsible for facilitating departmental operations through process improvement, project and matter management, effective reporting,and general corporate and departmental support. This role requires a highly organized individual with strong communication skills who can manage multiple priorities while ensuring accuracy and efficiency in all tasks.
Key responsibilities include managing the intake of litigation and arbitration matters, coordinating with outside counsel on case management and invoicing, and drafting litigation holds. The Executive Assistant also prepares powers of attorney, compiles various department reports, administers matter management software, and handles departmental mail and service of process. Additional duties involve managing business license and corporate registrations, compiling compliance data, and conducting ethics checks in collaboration with the Business Unit Ethics and Compliance Officer.
The ideal candidate will hold a bachelor's degree in a relevant field or possess equivalent experience. Required skills include advanced time management, effective verbal and written communication abilities, familiarity with legal processes, strong organizational abilities, fluency with IT systems, and proficiency in managing multiple tasks independently. A notary commission or willingness to obtain one within six months of hire is also expected. Preferred qualifications include prior experience supporting attorneys in a law firm or corporate setting, and collaborative experience within both internal teams and external stakeholders.
Maturation of role and/or career growth within the department may be available depending on the candidate's experience and performance.
Duties and Responsibilities:
Required Qualifications:
Preferred Qualifications:
The Physical Side of the Role: This role is primarily office-based, involving significant computer work, document review, meetings, and other administrative tasks that require prolonged sitting. However, it also includes regular visits to active job sites, where you may spend time on your feet walking on even and uneven surfaces, navigating stairs, ladders, or hoists, and inspecting work in progress. The role requires visual acuity—including near and far vision, color perception, and depth perception—for reviewing plans and evaluating field conditions. While physical demands are moderate, you should be comfortable performing occasional bending, kneeling, and reaching, as well as lifting and carrying materials up to 25 pounds when needed. The work environment is a mix of climate-controlled office settings and field conditions that may involve exposure to outdoor weather for short durations.
Work Environment/Conditions: This job is performed both in the office and in the field on an active construction site. Field work requires experience and confidence working in and around heavy industrial equipment and systems, which includes average to loud noises, ability to traverse uneven grounds, and possible outdoor weather conditions. Vision requires the capacity for close and far vision, the ability to adjust focus, depth perception and peripherial vision. Activities and responsibilities require frequent sitting (often working on a computer), frequent driving, flying, walking, standing, light lifting, bending, and reaching. Due to computer usage, there may be repetitive motions of the hands and wrists.