Legal Administrative Assistant

Taleo Social Sourcing; Omaha (NE); Hybrid; USD 42,000 - 56,000; Full time

Job summary

HDR seeks a collaborative Legal Administrative Assistant to join its Legal Department in Omaha, providing clerical and administrative support to executives and the legal team. The role emphasizes discretion, strong communication, and the ability to manage confidential information.

The successful candidate will coordinate calendars, draft correspondence, prepare meeting materials, arrange travel, and help maintain legal files and records in a fast-paced, office-based environment.

Qualifications

• High School diploma or equivalent.
• Minimum 3 years' experience assisting senior leaders.
• Professional demeanor and discretion with confidential matters.
• Proficient in Microsoft Office Suite (Outlook).
• Strong written and verbal communication.

Responsibilities

• Manage the Legal Department email groups, main phone line, inboxes, fax, and mail distribution; draft correspondence as directed by attorneys and paralegals.
• Maintain General Counsel’s calendar and schedule conferences, meetings, and video conferences.
• Prepare agendas, presentations, charts, graphs, and PowerPoint materials; assist with meeting minutes.
• Coordinate travel arrangements and prepare expense reports.
• Support outside counsel management system: Legal Tracker and maintain organized legal files.
• Manage SharePoint and record retention obligations; assist with discovery and bar association reporting as needed.
• Provide admin support to HDR Legal team, including proofreading documents and coordinating information requests.
• Handle office supplies and procurement; ensure equipment maintenance and repairs as needed.

Skills

Interpersonal skills

Written and verbal communication

Education

Bachelor’s or Associate degree

Tools

Adobe

Visio

DocuSign

Legal Tracker

Job description

At HDR, our employee-owners are fully engaged in creating a welcoming environment where each of us is valued and respected, a place where everyone is empowered to bring their authentic selves and novel ideas to work every day. As we foster a culture of inclusion throughout our company and within our communities, we constantly ask ourselves: What is our impact on the world?

Watch Our Story:' https://www.hdrinc.com/our-story'

Each and every role throughout our organization makes a difference in our ability to change the world for the better. Read further to learn how you could help make great things possible not only in your community, but around the world.

HDR seeks a collaborative legal administrative assistant to join its Legal Department in Omaha who has experience providing administrative support to executives and a legal team, and with experience providing legal administrative support to corporate legal functions. Our ideal candidate is highly motivated, enjoys working together in the office, has strong interpersonal and teamwork skills, oral and written communication skills and sound judgment, appreciates the necessity of discretion when working with or around confidential or sensitive information, possesses an ability to anticipate and deliver support to our General Counsel and legal team members, and the flexibility and enthusiasm to manage an evolving variety of assignments.

Primary Responsibilities

We have an immediate opening for a Legal Administrative Assistant who will provide support for all functions of our Legal Department including clerical assistance, administrative assistance, preparation of legal and other documents, coordination of execution of documents, organization and maintenance of legal files and records, coordination and “hosting” meetings, and research.

This individual will:

• Manage the Legal Department’s email distribution groups, main phone line, inboxes, fax account, and mail distribution. Review incoming correspondence and communications and take appropriate action, including responding to correspondence, assembling necessary information and drafting correspondence outlined by attorneys and paralegals.
• Maintain General Counsel’s calendar, by planning and scheduling conferences, meetings, and video conferences.
• Prepare agendas, presentations, charts, graphs, and power points for the Legal team; assist with meeting preparation and prepare meeting minutes.
• Make travel arrangements and prepare expense reports.
• Represent legal department staff by communicating and obtaining information; following-up on delegated assignments and knowing when to act and when to refer matters to attorneys and paralegals.
• Maintain company confidence by keeping client/attorney information confidential
• Proactive anticipation of department needs and ability to identify potential improvements to increase efficiency and automation.
• Assume responsibility for and assist with our outside counsel management system: Legal Tracker
• Set up, maintain and organize legal files and integrate new information into files.
• Identify and enter necessary information into computerized records and databases.
• Manage the legal department Sharepoint and record retention obligations.
• Serve as Legal’s Pay Group Administrator and assist with timecard administration as needed.
• Administer the department’s corporate credit card and ensure expenses are allocated promptly and accurately.
• Assist paralegals, insurance manager, and attorneys as requested.
• Assume primary responsibility for office supplies by checking supplies; placing and expediting orders; evaluating new products
• Ensure operation of equipment by completing preventive maintenance requirements and calling for repairs
• Provide administrative support to the HDR Legal team, including drafting correspondence, proofreading documents, responding to outside requests for information, gathering documents to produce in discovery, and assisting with bar association reporting and dues administration.
• Maintain flexibility to accept new assignments as needed to support HDR Legal’s role in a global, growing enterprise.
• Handle a wide variety of complex and confidential time-sensitive material.
• Perform other duties as needed.

Preferred Qualifications

• Bachelor’s or Associate degree
• This position is in Omaha, Nebraska; due to our collaborative team environment, we expect candidates to work in the office 5 days/week. Occasional flexibility for work from home is permitted with advance supervisor approval.
• Working knowledge of Adobe, Visio, Docusign, Legal Tracker
• Experience in drafting correspondence and maintaining legal files, meeting agendas, minutes, board resolutions
• Experience coordinating meetings
• Ability to navigate changing environments and perform in a fast-paced setting
• Prior law firm, in-house legal, and/or corporate department experience
• Work history demonstrates track record of strong performance
• Commitment to Company's core values
• Strong preference given to candidates currently residing within reasonable commuting distance.

Required Qualifications

• High School diploma or equivalent
• A minimum of 3 years' experience working as an assistant for senior leaders of an organization
• Professional demeanor
• Proficient with Microsoft Office Suite including Outlook
• Knowledgeable and proficient in the use of multi-media communication techniques and equipment including online conferencing
• Ability to exercise discretion with highly confidential matters
• Ability to write clearly and exercise strong communication skills
• Ability to work with and take direction from multiple levels of professional staff
• Ability to work under pressure in a team environment with strong attention to detail and ability to work independently
• Self-motivated, well organized with the flexibility and ability to prioritize, adjust to changes, and handle multiple tasks at once
• Ability to meet deadlines
• An attitude and commitment to being an active participant of our employee-owned culture

What We Believe

HDR is our company. Together, we build on each other's life experiences and perspectives to make great things possible every day. This shapes our collaborative culture, encourages organizational trust and connects us closer to the clients and communities we serve.

Our Commitment

As employee owners, we all have a role in creating an inclusive environment where each of us is welcomed, valued, respected and empowered to bring our authentic selves to work every day.

Our eight Employee Network Groups (Asian Pacific, Black, Hispanic/Latino(a), LGBTQ+, People with Disabilities, Veterans, Women, Young Professionals) help create a sense of belonging and foster a supportive environment where everyone is empowered to engage and contribute. Each group has an executive sponsor and is open to all employees.