Specialist, Corporate Administrative Support

Legal Administration And Corporate Support

This position will provide administrative support to the Legal Department while coordinating corporate governance, Environmental, Social & Governance (ESG), and Capital Expenditure (Cap Ex) administrative processes. This position serves as a key administrative resource by maintaining legal records, supporting compliance initiatives, coordinating corporate filings, tracking capital projects, and assisting with executive and departmental operations.

This is an exempt full-time (30 hours per week) - primarily remote position requiring exceptional organizational skills, attention to detail, discretion, and the ability to effectively manage multiple priorities.

• Provide administrative support to the Legal Department.
• Complete in-house contract drafting training and progressively assume responsibility for drafting, reviewing, and revising routine contracts, amendments, and other legal documents under the guidance of the Legal Department.
• Prepare, edit, proofread, and distribute legal correspondence, reports, presentations, and other documents.
• Maintain confidential legal files, contracts, and corporate records.
• Coordinate document execution through Docu Sign and maintain executed agreement files.
• Maintain contract records within CLM or other contract management systems.
• Track contract renewals, legal requests, and follow-up items.
• Process and reconcile legal invoices while coordinating with Accounting.
• Coordinate meetings, calendars, travel arrangements, and departmental schedules as needed.
• Handle confidential and sensitive information with discretion.

• Coordinate annual corporate filings and maintain corporate entity records.
• Assist with CSC filings and related corporate governance documentation.
• Coordinate business permits, licenses, and renewals.
• Assist with quarterly BEREP (Business Entity Reporting) filings and maintain supporting documentation.
• Track elevator certificates, inspections, and compliance documentation.
• Assist with Better Business Bureau (BBB) inquiries and responses.
• Maintain compliance documentation and assist with eCompliance administrative activities.
• Coordinate document retention and corporate recordkeeping.

• Coordinate ESG documentation and reporting support.
• Track ESG initiatives, deadlines, and deliverables.
• Gather information from departments for ESG reporting requirements.
• Maintain supporting documentation related to sustainability, governance, and corporate responsibility initiatives.
• Assist in preparing ESG reports, presentations, and executive materials.

• Maintain Capital Expenditure tracking logs.
• Coordinate Cap Ex approval documentation from initiation through project completion.
• Track project status, approvals, invoices, and close-out documentation.
• Work closely with Finance, Operations, and Accounting regarding project documentation.
• Prepare Cap Ex reports and spreadsheets.

• Prepare correspondence, reports, spreadsheets, and presentations.
• Schedule meetings and coordinate meeting logistics.
• Assist with conference registrations and travel arrangements.
• Coordinate executive ticket inventory and event requests.
• Assist with special projects and process improvement initiatives.
• Serve as a liaison with internal departments, vendors, and outside partners.
• Perform additional administrative duties as assigned.

• Associate's degree preferred or equivalent combination of education and relevant work experience.
• Three or more years of administrative experience supporting Legal, Compliance, Executive Leadership, Finance, or Corporate Services.
• Experience coordinating confidential information.
• Exceptional organizational and project coordination skills.
• Strong written and verbal communication abilities.
• High attention to detail and accuracy.
• Ability to prioritize multiple projects and deadlines.
• Self-motivated with the ability to work independently in a remote environment.

• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Adobe Acrobat
• Docu Sign
• CLM or similar contract management software preferred
• Experience with expense management and invoice processing systems
• Ability to quickly learn new software applications

• Exempt Full-time position (30 hours per week).
• Primarily remote/work-from-home.
• Occasional travel to the corporate office for meetings, training, special projects, or department needs.
• Must maintain a professional home office with reliable internet access.

Success Factors

The successful candidate will:

• Demonstrate exceptional attention to detail and organization.
• Maintain the highest level of confidentiality and professionalism.
• Build strong relationships across Legal, Finance, Operations, and Executive Leadership.
• Take initiative to improve administrative processes and organizational efficiency.
• Effectively manage competing priorities while consistently producing high-quality work.