Legal & Contracts Administrative Assistant

Legal Administrative Assistant

Tectonic is currently seeking a full-time Legal Administrative Assistant to provide direct administrative support to the General Counsel while assisting with office management and day-to-day operational functions within a fast-paced consulting environment. This role supports contract review, negotiation, execution, and recordkeeping processes, while assisting with qualifications packages, and coordination across multiple departments. This position also serves as a backup resource for departmental administrative functions and general office support activities. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities while maintaining confidentiality, accuracy, and professionalism. This position offers an opportunity to gain exposure to legal, contractual, compliance, and business operations functions within a professional consulting environment.

Essential Functions

• Provide administrative support to the General Counsel, including scheduling, correspondence, document preparation, and coordination of legal and contractual matters;
• Assist with preparation, review, routing, tracking and execution of contracts, subconsultant agreements, non-disclosure agreements, amendments, and related documents;
• Support contract negotiation and administration activities by coordinating comments, maintaining tracking logs, collecting required documentation, and monitoring contract status;
• Assist with qualifications and compliance activities, including certifications, licenses, and related documentation;
• Maintain electronic and physical contract files, legal records, databases, and document management systems;
• Prepare reports, spreadsheets, presentations, and correspondence using Microsoft Office applications;
• Coordination communication and documentation between legal, accounting, HR, project management, business development, and executive staff;
• Serve as backup for departmental administrative staff and provide support for routine office and operational functions as needed;
• Assist with meeting coordination, document production, filing, mail distribution, office organization, and other administrative tasks;
• Handle confidential and sensitive information with professionalism and discretion;
• Support special projects and perform other administrative, legal support, and operational duties as assigned.

Qualifications

• 3+ years of experience in administrative support, legal administration, contract administration, executive support, or a related professional services environment;
• Paralegal Certificate preferred; equivalent combination of education and relevant experience will be considered;
• Experience supporting contract review, contract administration, document coordination, compliance activities, or legal support functions strongly preferred;
• Experience with professional services proposals, vendor registrations, licensing, certifications, or related compliance activities preferred;
• Associate's Degree or Certificate Program in Paralegal Studies, Business Administration, Legal Studies, or a related field preferred;
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams), including the ability to prepare reports, spreadsheets, and professional correspondence;
• Strong organizational and time-management skills with the ability to manage multiple priorities, deadlines, and competing requests;
• Excellent attention to detail and accuracy in document preparation, recordkeeping, data entry, and file management;
• Strong written and verbal communication skills, with the ability to interact professionally with employees, clients, vendors, and external partners;
• Ability to work independently while collaborating effectively across departments and with all levels of staff;
• Professional judgment, discretion, and ability to maintain strict confidentiality when handling sensitive information;
• Experience with document management systems, contract management software, CRM platforms, or workflow tracking systems preferred;
• Demonstrated ability to learn new processes, systems, and regulatory requirements in a fast-paced professional environment;
• Reliable, proactive, and service-oriented approach with a willingness to support both legal/contract functions and general administrative needs as required.

Physical Requirements

In order to perform the essential functions of this position, the candidate must be able to constantly assume a stationary position, and must handle and/or feel documents, materials, and/or equipment to perform necessary tasks, sometimes repetitively. The candidate must be able to occasionally maneuver within the office to access file cabinets, office machinery, etc., and may exert up to 10 lbs. of force occasionally. Constantly, they must be able to receive and convey detailed or important information with others via the Corporate e-mail system, telephone system, and in person. The physical demands described above are representative of those that must be met by an employee to successfully perform essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competitive Salary & Benefits Package

• Opportunities for mentoring, professional development and career advancement
• Tuition reimbursement to advance education
• Paid time off, including vacation, sick leave, and personal days
• Company-observed, paid holidays
• 401(k) retirement plan with profit-sharing opportunities
• Comprehensive group medical insurance, including health, dental, vision, and life coverage
• High Deductible Health Plan (HDHP) option paired with a Health Savings Account (HSA)
• Flexible spending accounts (FSAs) for medical expenses and dependent care
• Commuter benefits for public transportation costs
• Short and long-term disability coverage
• Employee Assistance Program

Pay Range

Tectonic's goal is to compensate employees fairly and equitably across all positions Companywide. Our advertised pay ranges are representative of our good faith effort to provide a reasonable anticipated salary range. The offered pay may be outside of the provided salary range based upon the selected candidate's work location, experience, education, certifications, and capabilities compared to the advertised position. Pay Range: $24.00 - $32.00 / hour

Tectonic is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by law. Employment decisions are based on qualifications, merit, and business needs. Tectonic participates in USCIS E-Verify to verify employment authorization.

Tectonic Engineering & Surveying Co