Executive Assistant

Kiewit; Orlando (FL); On-site; USD 55,000 - 75,000; Full time

Job summary

Kiewit is seeking an Executive/Legal Assistant in the Legal Department to provide full-time support for litigation, dispute resolution and investigations. You will assist with subpoenas, discovery, document management, drafting legal correspondence and monitoring outside counsel billing.

The role requires professionalism, discretion and confidentiality, with responsibilities including calendar management, travel arrangements, training support, and coordination with internal teams across the

Qualifications

• Degree in business, office management, communication, a Paralegal certificate, or related field.
• 5+ years supporting management-level professionals; legal department or law firm experience preferred.
• Proficiency in Microsoft Office, ASCENT, SharePoint, Adobe Acrobat and Concur.

Responsibilities

• Drafting and designing professional business correspondence, memos, presentations, etc.
• Assembling documents for signature and coordinating their execution and collection.
• Drafting correspondence to and contacting third parties via telephone, email, and letter.
• Maintaining list and databases of company information.
• Revising forms, notices, opinions and other legal documents, and coordinating distribution or delivery of such documents accurately and timely.
• Conducting basic legal research.
• Utilizing case management software to enter matter status information and run status reports, pay invoices, and track expenses.
• Opening, closing and maintaining the organization of files, including pleadings in external matters.
• Reviewing, gathering responsive items, and responding to subpoenas for records.
• Scheduling appointments, meetings and conference calls, and maintaining daily calendars and contact directories.
• Coordinating travel arrangements and expense reports using Concur.
• Assisting with Bar Association tasks, including entering and tracking CLE credits.
• Assisting with audio/visual needs in conference rooms.

Skills

MS Office Suite

Legal research

Calendar management

Discretion & confidentiality

Communication skills

Education

Bachelor's degree or Paralegal certificate

Tools

Concur

SharePoint

ASCENT

Adobe Acrobat

Microsoft Office

Job description

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At Kiewit, our construction and engineering projects span across the United States, Canada and Mexico, improving and connecting communities with every initiative. We depend on our high-performing support professionals to make things happen. We hire only the most driven people and we offer them diverse experiences, strong leadership and mentorship, rewarding, collaborative work, and entrust them with a high-level responsibility.

As an Executive/Legal Assistant assigned to the Legal Department, you will be responsible for providing a broad range of full-time administrative support associated with litigation, dispute resolution and investigations. Your job duties will include assisting with responding to subpoenas for employment and pay records, litigation discovery support and document management, drafting and reviewing legal correspondence, monitoring and preparing outside counsel billing invoices for review, assistance with company audits, assistance with the preparation of trainings and presentations, and administrative support associated with external legal matters. This position requires high degree of professionalism, initiative, accuracy, discretion, and confidentiality.

Location

This position is located at 8900 Renner Blvd. in Lenexa, KS.

Responsibilities

• Drafting and designing professional business correspondence, memos, presentations, etc.
• Assembling documents for signature and coordinating their execution and collection.
• Drafting correspondence to and contacting third parties via telephone, email, and letter.
• Maintaining list and databases of company information.
• Revising forms, notices, opinions and other legal documents, and coordinating distribution or delivery of such documents accurately and timely.
• Conducting basic legal research.
• Utilizing case management software to enter matter status information and run status reports, pay invoices, and track expenses.
• Opening, closing and maintaining the organization of files, including, but not limited to, pleadings associated with external legal matters.
• Reviewing, gathering responsive items, and responding to subpoenas for records.
• Scheduling appointments, meetings and conference calls, and maintaining daily calendars and contact directories.
• Coordinating travel arrangements and expense reports using Concur.
• Assisting with Bar Association tasks, including entering and tracking CLE credits.
• Assisting with audio/visual needs in conference rooms.

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Qualifications

• Degree in business, office management, communication, a Paralegal certificate, or other field related to position.
• 5+ years of experience supporting management level professionals. Experience in a legal or HR department, law firm, or audit department are a plus. Previous experience supporting legal professionals in a legal department or a law firm is preferred.
• Advanced proficiency in operating Microsoft Office Software (Outlook, Teams, Word, Excel, and PowerPoint), ASCENT, SharePoint, Adobe Acrobat and Concur.
• Ability and willingness to learn new technology.
• Ability to initiate, organize self and others, analyze, and complete tasks in areas of responsibility.
• Effectively exercise discretion and judgment. ( Ability to maintain confidentiality when working with sensitive information.)
• Independently solve problems and make decisions.
• Consistently meet deadlines, handle rush projects, handle multiple priorities, and function under time constraints.
• Ability to effectively communicate, both oral and written. Fluency in French or Spanish is a plus.
• Strong telephone etiquette and in-person verbal communication skills; clearly convey messages and ideas, gain understanding; generate interest and hold attention, listen and remain open to the ideas of others.
• Superior attention to detail and accuracy of work.
• Ability and willingness to work flexible schedule as may be required by position responsibilities.
• Demonstrated ability to work professionally and confidentially with a variety of personalities from all levels of an organization.
• Proven organization and multi-tasking skills in a fast-paced environment.
• An independent, action-oriented thinker who is able to successfully undertake and complete projects and major tasks with minimal supervision within or ahead of deadlines.

We are an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status or other characteristics protected by law.

There’s no limit to what you’ll do at Kiewit. Whether you’re building or supporting projects that provide communities with dependable energy, safe transportation, clean water, or access to health care, the work you do will positively impact people’s lives for generations to come.

Here you’ll have endless opportunities to expand your expertise through on-the-job experience and internal and external training and development opportunities.

We offer our full-time staff employees a comprehensive benefits package that’s among the best in our industry.From top-tier health care programs to employee assistance programs and retirement planning, we aim to provide you with the tools you need to be successful in the areas of life that matter most to you.

Kiewit is an equal-opportunity employer, and we believe a diverse workforce is vital to the success of our business. We continue our efforts to attract, develop and retain employees from all backgrounds who are passionate about our industry.

We are committed to veteran and military hiring and will consider relevant military experience as equivalent to qualification requirements.