Legal Admin Assistant

Reports to: Senior Contracts Manager | Location: San Jose, CA

About the Role

The Legal Administrative Assistant provides daily support to CEI’s Legal Team, working closely with in-house counsel and the contract management team on contract administration, document management, and coordination across the office, field, vendors, and customers.

• General department management, including maintaining files and organizing department resources.
• Support attorneys and contract management team with administrative tasks related to contract intake, review routing, and matter setup.
• Data entry and tracking for contract terms, deadlines, and key dates (e.g., renewal dates, claims related deadlines).
• Assist attorneys with data entry for matter management and case tracking.
• Maintain and update contract files, controlled forms/logs, and legal document repositories.
• Order and organize contract documents, exhibits, and related drawings/specifications.
• Handle copying, scanning, and shipping legal correspondence and documents.
• Manage documentation such as contracts, subcontracts, change orders, claims correspondence, insurance certificates, lien notices, and bonding documents.
• Assist outside counsel liaison efforts, including document requests and litigation support as needed.
• Assist with contract routing, tracking approval status, and maintain contract documents as requested by the contract management team.
• Assist with any other tasks required by the Legal Department.

Requirements

• Excellent organizational, time management, and project management skills.
• Strong work ethic, self-motivation, and a proactive approach to task completion.
• Strong interpersonal and communication skills — verbal and written — with sound judgment regarding confidential and privileged information.
• Superior personal computer and Windows skills; substantial experience with Microsoft 365 apps including Word, Excel, and Outlook; proficiency with Adobe Acrobat/Bluebeam Revu/PDF Exchange; familiarity with JD Edwards and contract/matter management software preferred.
• Ability to maintain strict confidentiality and handle sensitive legal and business information with discretion.
• Active notary public commission, preferred.

Qualifications

Any combination of education and experience that would likely provide the required knowledge, skills and abilities as well as possession of any required licenses or certifications is qualifying.

• Education: High School Diploma or Equivalent.
• Prior experience in a legal, construction, or corporate legal department setting is a plus.
• Applicants must be authorized to work in the United States. This position is not eligible for sponsorship.

Pay

Salary Range: $30.00/hour to $36.00/hour

Final determination of a successful candidate’s starting pay will vary based on a number of factors, including market location and may vary depending on job-related knowledge, skills, education, and experience.

Benefits

We provide a competitive compensation package that recognizes your experience, credentials, and education alongside a robust benefits program to meet your needs. Our compensation reflects the cost of labor across several US geographic markets.