Legal & Administrative Assistant

POSITION SUMMARY

Provide legal and administrative support to the Company’s EVP of Legal and Administration. This role provides administrative, scheduling, communication, document-preparation, coordination, and follow-up support relating to the legal function and administrative functions, and assists with contract administration, construction and real estate transaction coordination, corporate governance and records, and document management. The Legal & Administrative Assistant works with internal departments and external parties across development, construction, residential and commercial property management, hospitality management, architectural and design services, commercial real estate brokerage, registered broker-dealer operations involving securities and private-placement fundraising activities, building-components manufacturing, and building-material supply operations to help ensure that documents, records, and related processes are accurate, organized, and completed on time.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Legal and Transaction Support

- Coordinate legal and administrative aspects of real estate transactions, including document revisions and completion, signature-page coordination, filings, and assembly of closing records.

- Assist with drafting, reviewing, revising, and formatting legal and business documents, including construction contracts, leases, purchase agreements, letters of intent, and general business and operational contracts related to commercial real estate projects, under the direction of the EVP of Legal and Administration and, when appropriate, attorney supervision.

- Support contract administration by gathering and organizing information, maintaining contract files, coordinating review and signature workflows, tracking key dates and deliverables, and following up on outstanding items.

- Support construction and real estate transactions by coordinating documents and communications with internal teams, title companies, governmental agencies, surveyors, lenders, accountants, contractors, and other service providers.

- Assist with entity formation and maintain organized corporate governance records, including organizational documents, resolutions, consents, meeting materials, and required filings, as directed.

- Conduct factual and transactional research, compile relevant information, and assist with responses to routine inquiries under appropriate direction.

- Draft and format correspondence for review by the EVP of Legal and Administration.

Document Management and Administrative Support

- Create, maintain, and retrieve organized electronic and physical files, document databases, and records for the Legal and Administration team.

- Provide general administrative and organizational support to the EVP of Legal and Administration in connection with the legal function and the various administrative functions the EVP oversees, including Human Resources and Safety, through scheduling, meeting coordination, document preparation, communications, coordination, follow-up, and other assigned tasks under the EVP’s direction.

- Communicate with internal and external parties to coordinate legal and administrative matters, facilitate document execution, and follow up on outstanding items under the EVP’s direction.

- Provide occasional front-desk coverage during scheduled absences, meetings, or other business needs.

Other Duties

- Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

JOB REQUIREMENTS

- Sound judgment, discretion, and a commitment to high ethical standards and confidentiality.

- Ability to learn and use office, document-management, and contract-management technologies.

- Strong written and verbal communication, interpersonal, analytical, critical-thinking, and problem-solving skills.

- Strong administrative and organizational skills, with careful attention to detail and accuracy.

- Ability to prioritize multiple assignments, meet deadlines, and seek direction when appropriate.

- Collaborative, service-oriented approach with initiative, adaptability, and a willingness to learn.

- Education, credentialing, training, or experience in contract management is preferred but not required.

- Transcription experience is preferred but not required.

- Experience supporting transaction closings, including coordinating document packages, signature pages, filings, and closing records, is preferred but not required.

- Experience maintaining corporate governance records and documentation is preferred but not required.

- Familiarity with finance, banking, construction, or real estate transactions, including lien or collateral searches, online research, and coordination with title companies or surveyors, is preferred but not required.

- Ability to travel domestically on an occasional basis, as needed.

EDUCATION AND EXPERIENCE

An associate degree or an equivalent combination of education and relevant experience is preferred. Experience in a professional office, law firm, in-house legal department, construction company, or real estate organization is also preferred. Experience working with title companies, surveyors, banks, accounting firms, insurance companies, or other transaction participants is helpful. Notary Public commission or eligibility to obtain one is preferred but not required.

Paralegal education, training, certification, or experience is preferred but not required.

Contract Management education, training, certification, or experience is preferred but is not required.

COMPANY VALUES

- Do the Right Thing.   Act Ethically.  We are responsible for our words, our actions, and our results.

- Build Relationships for Life.   At Work. At Home. In the Community.

- Solve It.   Deliver results through innovation, creative thinking, and problem-solving.

- Have Fun.   Perform at Your Best. Celebrate Successes.