Legal & Contracts Administrative Assistant

About the role

Tectonic is currently seeking a full-time Legal Administrative Assistant to provide direct administrative support to the General Counsel while assisting with office management and day-to-day operational functions within a fast-paced consulting environment. This role supports contract review, negotiation, execution, and recordkeeping processes, while assisting with qualifications packages, and coordination across multiple departments. This position also serves as a backup resource for departmental administrative functions and general office support activities. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities while maintaining confidentiality, accuracy, and professionalism. This position offers an opportunity to gain exposure to legal, contractual, compliance, and business operations functions within a professional consulting environment. Location: Forest Hills, NY. Hybrid remote status.

Responsibilities

• Provide administrative support to the General Counsel, including scheduling, correspondence, document preparation, and coordination of legal and contractual matters;
• Assist with preparation, review, routing, tracking and execution of contracts, subconsultant agreements, non-disclosure agreements, amendments, and related documents;
• Support contract negotiation and administration activities by coordinating comments, maintaining tracking logs, collecting required documentation, and monitoring contract status;
• Assist with qualifications and compliance activities, including certifications, licenses, and related documentation;
• Maintain electronic and physical contract files, legal records, databases, and document management systems;
• Prepare reports, spreadsheets, presentations, and correspondence using Microsoft Office applications;
• Coordinate communication and documentation between legal, accounting, HR, project management, business development, and executive staff;
• Serve as backup for departmental administrative staff and provide support for routine office and operational functions as needed;
• Assist with meeting coordination, document production, filing, mail distribution, office organization, and other administrative tasks;
• Handle confidential and sensitive information with professionalism and discretion;
• Support special projects and perform other administrative, legal support, and operational duties as assigned;

Qualifications

• 3+ years of experience in administrative support, legal administration, contract administration, executive support, or a related professional services environment;
• Paralegal Certificate preferred; equivalent combination of education and relevant experience will be considered;
• Experience supporting contract review, contract administration, document coordination, compliance activities, or legal support functions strongly preferred;
• Experience with professional services proposals, vendor registrations, licensing, certifications, or related compliance activities preferred;
• Associate's Degree or Certificate Program in Paralegal Studies, Business Administration, Legal Studies, or a related field preferred;
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams), including the ability to prepare reports, spreadsheets, and professional correspondence;
• Strong organizational and time-management skills with the ability to manage multiple priorities, deadlines, and competing requests;
• Excellent attention to detail and accuracy in document preparation, recordkeeping, data entry, and file management;
• Strong written and verbal communication skills, with the ability to interact professionally with employees, clients, vendors, and external partners;
• Ability to work independently while collaborating effectively across departments and with all levels of staff;
• Profession