Legal Administrative Assistant

JE Dunn; Irving (TX); On-site; USD 40,000 - 55,000; Full time

Job summary

JE Dunn is seeking an Administrative Assistant to provide essential support to one or more managers or functions. The role includes preparing routine and complex correspondence, coordinating calendars, travel, and meetings, and handling expense reporting with confidentiality.

The position expects 5+ years of administrative experience, strong MS Office skills, and the ability to manage multiple priorities in a fast‑paced environment.

Qualifications

• High School Diploma or GED required.
• 5+ years administrative support experience.
• Experience with legal administrative tasks preferred.

Responsibilities

• Manage calendars and schedule meetings for one or more managers.
• Plan meetings and events, coordinate travel arrangements.
• Prepare expense reports and assist with filing and records management.
• Process and distribute incoming mail, phone, email, and other communications.
• Provide cross‑functional administrative support and maintain confidentiality of sensitive information.

Skills

Calendar management

Travel arrangements

Expense reporting

Communication skills

MS Office

Record keeping

Confidentiality

Education

High School Diploma or GED

Associate’s degree in office administration

Tools

MS Office Suite

Job description

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, and collecting information for routine and non‑routine inquiries or reports. All activities will be performed in support of the strategy, vision and values of JE Dunn.

Key Role Responsibilities - Core

ADMINISTRATIVE FAMILY – CORE

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

Key Role Responsibilities - Additional Core

LEGAL ADMINISTRATIVE ASSISTANT

In addition, this person will be responsible for the following:

• Performs research tasks as assigned, and summarizes findings into reports, memos or similar communications for reporting throughout the Company.
• Assists with claims (insured and non‑insured) and lawsuit management, including, but not limited to, claim reporting and preparation; creating claim files; assembling 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.
• Assists with the preparation of term sheets for selected subcontractors.
• Prepares internal and external correspondence including letters, memorandums, meeting notes, forms, contracts, and other documents, and ensures all materials conform to best practice standards and formats.
• Collects information from a variety of contacts, paper and electronic sources in order to create routine and custom reports and documents for both internal and external distribution.
• Proactively reviews calendars and upcoming events and coordinates with internal customers to ensure preparedness for meeting various business needs such as meeting logistics, presentation preparation, meeting materials, travel plans, distribution of expected reports, etc.
• 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 suggests changes to continually improve and streamline processes.

Knowledge, Skills & Abilities

• Ability to perform work accurately and completely, and in a timely manner
• Communication skills, verbal and written
• Ability to conduct effective presentations
• Organizational skills – Advanced
• Ability to deliver quality through attention to detail – Intermediate
• Proficiency in MS Office – Advanced
• Ability to learn and use a variety of software, tools and systems necessary to meet business needs – Intermediate
• Thorough knowledge of organizational structure and available resources – Intermediate
• Ability to quickly and effectively solve complex problems – Intermediate
• Thorough knowledge of administrative, office and general accounting procedures and standards – Advanced
• Ability to build relationships and collaborate within a team, internally and externally

Education

• High School Diploma or GED (Required)
• Associate’s degree in office administration or related field (Preferred)
• In lieu of the above requirements, equivalent relevant experience will be considered.

Experience

• 5+ years administrative support experience (Required)
• Legal administrative support experience (Preferred)

Benefits Information

The benefits package aligned to this position is Professional Non‑Union. Please click the link below for more details.

EEO Statement

JE Dunn Construction is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity/Affirmative Action Employer and it is our policy to provide equal opportunity to all people without regard to race, color, religion, national origin, ancestry, marital status, veteran status, age, disability, pregnancy, genetic information, citizenship status, sex, sexual orientation, gender identity or any other legally protected category. JE Dunn Construction is a background screening, drug‑free workplace.

Reasonable Accommodation

JE Dunn provides reasonable accommodations to qualified individuals with disabilities. If you would like to request a reasonable accommodation in order to apply for a job, please submit your request to [e-mail].

Application Policy

JE Dunn Construction Company does not accept unsolicited resumes from search firms or agencies. Any resume submitted to any employee of JE Dunn Construction without a prior written search agreement will be considered unsolicited and the property of JE Dunn Construction Company. Please, no phone calls or emails.

JE Dunn participates in the Electronic Employment Eligibility Verification Program.

Nearest Major Market: Dallas

Nearest Secondary Market: Fort Worth