Executive Assistant

Executive Assistant Skanska USA Building Inc. Job Summary 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. Maturation of role and/or career growth within the department may be available depending on the candidate’s experience and performance. Duties and Responsibilities Intake of litigation and arbitration, coordination with outside counsel regarding matter management and invoicing, issuance and management of litigation holds Drafting powers of attorney Tracking and managing corporate documents including resolutions, parent company guarantees and leases Administration of department’s matter management software Intake and distribution of department mail and service of process Maintenance of business licenses and corporate registrations Compiling and drafting reports from various data sets Assists Business Unit Ethics and Compliance Officer by compiling compliance data for reporting and conducting ethics checks Organizes department meetings The above statements are intended to describe the general nature and level of work performed by employees assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Duties and responsibilities may be added or changed as deemed appropriate by management at any time. Required Qualifications 3+ years of administrative experience, executive or business operations support, paralegal or similar experience Commissioned as a notary or willing to obtain notary commission within six months of hire Bachelor’s Degree – business administration/management/operations, pre-law/legal support services or sociology or 8 years equivalent experience plus minimum 3 years prior relevant experience. Tech-savvy, including ability to support departmental process improvements through technology and experience using artificial intelligence to complete routine tasks Proficiency in Excel Preferred Qualifications 1+ years of experience supporting attorneys in law firm or corporate setting Strong organizational and time management skills Familiarity with legal processes, technology and terminology Ability to handle and prioritize multiple tasks and demands with minimal supervisionExperience with Power BI and Sharepoint Strong verbal and written communication skills with the ability to collaborate both within and external to the department The Physical Side of the Role Thisroleis 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. Background Check Required Equal Employment Opportunity Skanska is an Equal Employment Opportunity (EEO) Employer. We do not discriminate on the basis of race, color, religion, sex, national origin, disability, age, genetic information, citizenship, protected veteran status, or any other categories protected under applicable federal, state, and local laws. #J-18808-Ljbffr