Legal Administrative Assistant

J.E. Dunn Construction Group Inc P

1d•Onsite

About The Position

The Administrative Assistant will provide administrative support to one or more managers or functions. This position will be responsible for preparing routine, advanced and technical correspondence, and collecting information for routine and non-routine inquires or reports. All activities will be performed in support of the strategy, vision and values of JE Dunn. This role makes decisions on routine matters, provides recommendations to supervisor and refers all exceptions to supervisor.

Requirements

Ability to perform work accurately and completely, and in a timely manner
Communication skills, verbal and written
Ability to conduct effective presentations
Organizational skills – Intermediate
Ability to deliver quality through attention to detail – Intermediate
Proficiency in MS Office – Intermediate
Ability to learn and use a variety of software, tools and systems necessary to meet business needs – Intermediate
Thorough knowledge of organizational structure and available resources – Intermediate
Ability to quickly and effectively solve complex problems – Intermediate
Thorough knowledge of administrative, office and general accounting procedures and standards – Advanced
Ability to build relationships and collaborate within a team, internally and externally
High School Diploma or GED
5+ years administrative support experience

Nice To Haves

Associate’s degree in office administration or related field

Responsibilities

Provides routine administrative support to one (or more) managers or functions; includes activities such as managing calendars, planning meetings and events, making travel arrangements, preparing expense reports, printing, filing, etc.
Provides administrative support such as processing and distributing incoming mail, maintaining records and filling systems.
Oversees calendars and assists in the scheduling of appointments and meeting logistics, including making travel arrangements, preparing expense reports.
Processes and distributes incoming communications (e.g., mail, email, phone, fax, etc.) in a timely manner and responds to routine requests that do not require the supervisor’s attention.
Provides switchboard relief and/or additional administrative support to other functions to help meet business and staffing needs.
Demonstrates a positive and professional attitude, maintaining composure under pressure.
Assesses priorities and competing demands and adjusts allocation of time and resources to increase efficiency and effectiveness.
Shares subject matter expertise in order to support teamwork and deliver results.
Demonstrates willingness and ability to work collaboratively and cross-functionally to obtain information or solve problems in support of the team’s goals.
Exercises discretion and integrity with highly confidential and sensitive information.
Performs research tasks as assigned, and summarizes findings into reports, memos or similar communications for reporting throughout the Company.
Assists with claims (insured and non-insured) and lawsuit management, including, but not limited to, claim reporting and preparation; creating claim files; assembling documentation; drafting correspondence; managing litigation holds; coordinating with Operations, outside counsel and insurance companies; and updating computerized claim information.
Performs basic analysis of legal documents such as contracts, insurance claims, pleadings and discovery.
Manages and updates legal database of transactions and claims, including opening and closing files, filing documents, and updating status and related information in accordance with best practice standards.
Reviews contracts and other legal forms for usefulness, accuracy, and compliance with the law.
Assists with licensing and other corporate compliance requirements.
Develops training materials and helps deliver training as assigned.
Assists with implementing, maintaining and monitoring insurance and other risk management programs for construction projects.
Assists with the preparation of project-specific subcontract documents and forms.
Reviews subcontracts and other agreements for compliance with project requirements.
Provides legal/risk management assistance and guidance to other departments including HR, Accounting, Operations, Preconstruction, Safety and Quality.
Maintains, updates and organizes standard contracts and other forms related to the construction industry.
Assists with the negotiation and preparation of term sheets for selected subcontractors.
Reviews other contract-related forms, including subcontractor insurance certificates, for compliance with subcontract requirements and follows up as required with subcontractors and their agents/brokers in the event of non-compliance.
Prepares internal and external correspondence including letters, memorandums, meeting notes, forms, contracts, and other documents, and ensures all materials conform to best practice standards and formats.
Collects information from a variety of contacts, paper and electronic sources in order to create routine and custom reports and documents for both internal and external distribution.
Prepares presentations.
Proactively reviews calendars and upcoming events and coordinates with internal customers to ensure preparedness for meeting various business needs such as meeting logistics, presentation preparation, meeting materials, travel plans, distribution of expected reports, etc.
Responds to business needs and requests from various stakeholders, often with limited information.
Takes steps to gather knowledge and information necessary to complete non-routine and/or complex tasks.
Applies knowledge of systems and processes to evaluate current best practice standards and suggests changes to continually improve and streamline processes.