Legal Administrative Assistant

Role Summary

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, collecting information for routine and non-routine inquiries or reports, and performing various administrative tasks in service of JE Dunn’s strategy, vision and values.

• 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, and filing.
• Processes and distributes incoming mail, maintains records and filing systems.
• Oversees calendars and assists in scheduling appointments and meeting logistics, including travel arrangements and expense reports.
• Processes and distributes incoming communications (mail, email, phone, fax, etc.) in a timely manner and responds to routine requests that do not require supervisor attention.
• Provides switchboard relief and/or additional administrative support to other functions to meet business and staffing needs.
• Demonstrates a positive and professional attitude, maintaining composure under pressure.
• Assesses priorities and competing demands, adjusting allocation of time and resources to increase efficiency and effectiveness.
• Shares subject‑matter expertise to support teamwork and deliver results.
• Works collaboratively and cross‑functionally to obtain information or solve problems in support of team goals.
• Exercises discretion and integrity with highly confidential and sensitive information.

• Performs research tasks, summarizes findings into reports, memos or similar communications for company reporting.
• Assists with claims and lawsuit management, including claim reporting, preparation, filing 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.
• 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.
• Maintains, updates and organizes standard contracts and other forms related to the construction industry.
• Prepares internal and external correspondence—including letters, memorandums, meeting notes, forms, contracts, and other documents—ensuring all materials conform to best‑practice standards and formats.
• Collects information from a variety of contacts, paper and electronic sources to create routine and custom reports and documents for both internal and external distribution.
• Prepares presentations.
• Proactively reviews calendars and upcoming events, coordinating with internal customers to ensure preparedness for meeting logistics, presentation preparation, travel plans, and distribution of expected reports.
• 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 suggest changes to continually improve and streamline processes.

• Ability to perform work accurately, completely and in a timely manner.
• Strong verbal and written communication skills.
• Ability to conduct effective presentations.
• Advanced organizational skills.
• Intermediate attention to detail and quality delivery.
• Advanced proficiency in Microsoft Office.
• Intermediate proficiency with a variety of software, tools and…