Legal Assistant

3 weeks ago

Indianapolis, United States MasTec Full time

Legal Assistant


Responsible for performing a variety of administrative and document control duties to support the activities of the Legal Department.


ESSENTIAL DUTIES AND RESPONSIBILITIES


  • Vista – input LNTP and/or EPC/BOP Owner Name and General Contract date into the Contracting Entity and Contract Date fields in Vista as we get fully executed agreements with the Client
  • Framework/Alliance agreements into Repository (on Legal Team Site) once fully executed
  • SharePoint Repository Control – All Master Agreements and NDAs
  • Zavanta – Updates to SOP Repository for Legal Documents & Glossary for Legal Forms
  • Legal Blog – Attend, obtain the recording from Training Department, Publish to our Legal SharePoint
  • Responsible for updating agreement templates & publishing a locked version on SharePoint
  • Routing for approvals & affixing appropriate signature
  • Compare as necessary
  • Maintain tracker
  • Check approval compliance with the Authority Matrix
  • Upstream – Make sure Legal gets a copy of the fully executed agreement
  • Downstream – We never sign first.
  • Place any Master Agreements/NDAs in repository
  • Submittals from Precon Team – run compares, give to lead counsel, approve in Procore to keep the workflow moving
  • Pull Dun & Bradstreet Reports as requested
  • NextEra (NEER) Financials – Run compares, get necessary approvals, affix signature and send back to Accounts Receivable. When all docs are fully executed – place appropriately in Procore.
  • Bonds and Letters of Credit (LOC) – Save electronic and hard copies. Send electronic copy to Legal Counsel, Procurement and Project Teams. Place them in the Bonds/LOC tracker found on Legal Team Site. Set calendar reminders for LOCs.
  • Other Mail – save copies and disperse as needed. These include Certified Mail Receipts, Bankruptcy Documents, Bond Status Inquiries, Liens/Lien Notices, etc.
  • Emails from Legal Alias
  • Monitor and take care of ones that are your action items
  • Quick review and File all emails (even if they are not your action item)
  • Attorney Support
  • Running compares as requested
  • Formatting changes
  • NDA assistance
  • Company communications
  • Participate in Legal Intro Presentations to Project Teams
  • Follow up after meetings


QUALIFICATIONS

  • Education and Work Experience Requirements:
  • Associate or bachelor’s Degree in a business-related field preferred
  • Two years’ experience in an administrative role; previous executive assistant experience preferred
  • Knowledge, Skills and Abilities Required:
  • Take reasonable care of your own and others’ health and safety and of those who may be affected by the day-to-day delivery of this role by taking personal responsibility for working toward the Company's Zero Injury principles
  • Advanced Microsoft Office skills (Word, Outlook, Excel)
  • Familiarity working within Share Point
  • Strong organizational skills, initiative and meticulous attention to details
  • Ability to handle confidential information and communications in a secure and professional manner
  • Excellent written and verbal communication skills, including ability to work well within a team
  • Ability to deal with multiple assignments, to prioritize, and to progress assignments without constant oversight


PHYSICAL DEMANDS

  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Ability to sit in a chair for extended periods of time.
  • Extensive visual use of computers.
  • Extensive audio use of telephonic equipment.
  • Ability to speak clearly and efficiently with others.
  • Ability to read quickly and efficiently, and to process, summarize and communicate the materials read.
  • Ability to travel by airplane and spend periods of time away from home and in the field. Some travel necessitated by specific matters may be required from time-to-time.
  • Ability to drive an automobile.
  • Availability to work extended hours beyond normal business hours, which generally are from 9:00 a.m. to 6:00 p.m., Monday through Friday.


WORK ENVIRONMENT

  • The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Office environment using computers, telephones, and interpersonal relationships.
  • Public accommodations when traveling on business.
  • Use of stairs or elevator.
  • Use of automobile or other public transportation.

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