Administrative Assistant - Legal & Grants

NextLink•Hudson Oaks, TX

4d•Hybrid

About The Position

This role provides administrative and document-handling support to the Legal and Grants teams. The position is detail-oriented and document-driven: filling out grant and compliance forms, entering and tracking contract data, organizing files across SharePoint and other systems, and preparing reports. The right person is meticulous, comfortable with deadlines, and reads instructions carefully before acting. This is a hybrid role anchored at the Hudson Oaks, TX headquarters, with 2–3 days per week of remote work after an in-office onboarding period.

Requirements

Exceptional attention to detail; catches typos, mismatched numbers, missing attachments, and inconsistent naming before others do.
Strong written and verbal communication; professional tone in correspondence with internal and external parties, including government agencies.
Proficient in Microsoft 365 (Outlook, Word, Excel, SharePoint, Teams) and comfortable learning new platforms (DocuSign, contract management, grant portals).
Able to interpret written instructions and procedures and apply them accurately and consistently.
Organized under deadline pressure; able to manage multiple concurrent submissions and prioritize across competing requests.
Discreet with confidential information.
Comfortable in a fast-moving environment and adapts easily to change.
High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
2+ years of experience in an administrative, paralegal, grants administration, or document-control role.
Experience with contract administration, grant submissions, or regulatory filings strongly preferred.
Telecom, broadband, or government-funded infrastructure experience a plus, but not required.
Model Nextlink's company values and contribute to a team focused on detail, follow-through, and execution.
Ability to Relocate: Weatherford, TX 76087: Relocate before starting work (Required)

Nice To Haves

Telecom, broadband, or government-funded infrastructure experience a plus, but not required.

Responsibilities

Complete and submit grant application forms, compliance filings, and portal submissions across federal, state, and local programs (including BEAD).
Track submission deadlines, required attachments, and confirmation receipts; flag missing items before due dates.
Maintain a centralized log of all submitted forms with version control and audit-ready documentation.
Coordinate with the Grants team to assemble supporting materials (financial data, network maps, certifications) under tight timelines.
Enter contract metadata (counterparty, effective date, term, renewal, obligations) into the contract management system.
Organize and maintain electronic files across SharePoint, including executed contracts, schedules, amendments, NDAs, and supporting documents.
Perform find-and-replace, formatting cleanup, and version comparison on Word and PDF documents as directed.
Route documents for signature, track signature status, and file fully executed versions in the correct locations.
Scan, OCR, rename, and properly tag incoming paper documents.
Assist in preparing daily, weekly, and monthly reports for the Legal and Grants teams, including status trackers and compliance dashboards.
Monitor recurring compliance deadlines (state registrations, annual filings, regulatory reports) and surface upcoming due dates.
Pull, format, and proof data from internal systems for inclusion in management reports.
Perform departmental audits on file completeness, naming conventions, and data accuracy; correct errors as assigned.
Handle incoming and outgoing mail and packages for the Legal and Grants teams; route certified mail, registered agent notices, and time-sensitive items immediately.
Greet visitors during in-office days and direct them to the appropriate staff member.
Schedule and coordinate meetings, appointments, and occasional travel arrangements.
Run company errands as needed on in-office days.
Operate standard office equipment and perform other duties as assigned.