Administrative Specialist

Full-Time - 30 Hours per Week / Benefit Eligible - Temporary position up to 1 year This position will provide administrative support to the Legal Department while coordinating corporate governance, Environmental, Social & Governance (ESG), and Capital Expenditure (CapEx) administrative processes. This position serves as a key administrative resource by maintaining legal records, supporting compliance initiatives, coordinating corporate filings, tracking capital projects, and assisting with executive and departmental operations. This is an exempt full-time (30 hours per week) - primarily remote position requiring exceptional organizational skills, attention to detail, discretion, and the ability to effectively manage multiple priorities. Essential Responsibilities Legal Administration Provide administrative support to the Legal Department. Complete in‑house contract drafting training and progressively assume responsibility for drafting, reviewing, and revising routine contracts, amendments, and other legal documents under the guidance of the Legal Department. Prepare, edit, proofread, and distribute legal correspondence, reports, presentations, and other documents. Maintain confidential legal files, contracts, and corporate records. Coordinate document execution through DocuSign and maintain executed agreement files. Maintain contract records within CLM or other contract management systems. Track contract renewals, legal requests, and follow‑up items. Process and reconcile legal invoices while coordinating with Accounting. Coordinate meetings, calendars, travel arrangements, and departmental schedules as needed. Handle confidential and sensitive information with discretion. Corporate Governance & Compliance Coordinate annual corporate filings and maintain corporate entity records. Assist with CSC filings and related corporate governance documentation. Coordinate business permits, licenses, and renewals. Assist with quarterly BEREP (Business Entity Reporting) filings and maintain supporting documentation. Track elevator certificates, inspections, and compliance documentation. Assist with Better Business Bureau (BBB) inquiries and responses. Maintain compliance documentation and assist with eCompliance administrative activities. Coordinate document retention and corporate record‑keeping. ESG Administration Coordinate ESG documentation and reporting support. Track ESG initiatives, deadlines, and deliverables. Gather information from departments for ESG reporting requirements. Maintain supporting documentation related to sustainability, governance, and corporate responsibility initiatives. Assist in preparing ESG reports, presentations, and executive materials. Capital Expenditure (CapEx) Administration Maintain Capital Expenditure tracking logs. Coordinate CapEx approval documentation from initiation through project completion. Track project status, approvals, invoices, and close‑out documentation. Work closely with Finance, Operations, and Accounting regarding project documentation. Prepare CapEx reports and spreadsheets. Administrative & Operational Support Prepare correspondence, reports, spreadsheets, and presentations. Schedule meetings and coordinate meeting logistics. Assist with conference registrations and travel arrangements. Coordinate executive ticket inventory and event requests. Assist with special projects and process improvement initiatives. Serve as a liaison with internal departments, vendors, and outside partners. Perform additional administrative duties as assigned. Eligibility Requirements Associate's degree preferred or equivalent combination of education and relevant work experience. Three or more years of administrative experience supporting Legal, Compliance, Executive Leadership, Finance, or Corporate Services. Experience coordinating confidential information. Exceptional organizational and project coordination skills. Strong written and verbal communication abilities. High attention to detail and accuracy. Ability to prioritize multiple projects and deadlines. Self‑motivated with the ability to work independently in a remote environment. Technical Skills Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) Adobe Acrobat DocuSign CLM or similar contract management software preferred Experience with expense management and invoice processing systems Ability to quickly learn new software applications Work Environment Exempt Full‑time position (30 hours per week). Primarily remote/work‑from‑home. Occasional travel to the corporate office for meetings, training, special projects, or department needs. Must maintain a professional home office with reliable internet access. Success Factors Demonstrate exceptional attention to detail and organization. Maintain the highest level of confidentiality and professionalism. Build strong relationships across Legal, Finance, Operations, and Executive Leadership. Take initiative to improve administrative processes and organizational efficiency. Effectively manage competing priorities while consistently producing high‑quality work. Required Qualifications Must submit your application for employment through to be considered for this position. Must have unrestricted authorization to work in the US. Must be at least 18 years of age. If working at an off‑airport location, you must be 21 years or older based on airport requirements. Must be willing to submit to and pass a background investigation, drug test, and reference checks. Must possess vision and hearing faculties sufficient to perform essential functions. Must be willing to work: Monday – Friday CST schedule - Manager will provide specifics. Comprehensive Benefits Package & Salary Information Salary Range: $55K - $70K 401k Employee Assistance Program (EAP) Vacation Time Medical, Dental, Vision Pre‑Tax Commuter #J-18808-Ljbffr