Legal & Contracts Administrative Assistant

Position: Legal & Contracts Administrative Assistant

Location: Forest Hills, NY

Remote Status: Hybrid

Job :

# of Openings: 1

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 record‑keeping processes, and assists with qualification packages and cross‑department coordination. The 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. The position offers an opportunity to gain exposure to legal, contractual, compliance, and business operations functions within a professional consulting environment.

• 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, sub‑consultant 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 qualification 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.
• Coordinate 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.

• 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, record‑keeping, 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…