Executive Assistant – Legal/Risk Management Administrator


Neel-Schaffer is seeking applications from qualified individuals for an experienced Executive Assistant – Legal/Risk Management Administrator to join our Corporate team in our Jackson (MS) office. This full-time position will play an integral role assisting our General Counsel with a wide range of legal and risk management support duties, as well as aid the firm’s Chief Operating Officer and other executive leadership in scheduling and with general administrative support.

The ideal candidate will have impeccable verbal and written communication skills, demonstrate a friendly customer-service oriented demeanor, be well organized and flexible with the ability to multi-task, and able to work independently with little supervision.

Neel-Schaffer is an Engineering News-Record Top 500 Design firm. We offer a competitive salary and excellent benefits, including health care and a matching 401(k) savings plan.


  • Manage business registrations and annual reports for all Neel-Schaffer legal entities
  • Manage engineering/construction license annual renewals, including organization and storage of licenses
  • Manage corporate legal vital information
  • Manage Certificate of Insurance (COI) process
  • Manage insurance policies and endorsements, including premium invoicing
  • Coordinate insurance renewal documentation and processes
  • Manage processing of employee auto liability claims
  • Assist General Counsel with subpoena response data collection and documentation
  • Draft transmittal letters for legal related matters
  • Electronic Discovery – work with IT to gather and manage storage/organization of email search requests
  • Organize and maintain litigation history schedule
  • Coordinate and manage legal invoices for timely review and payment
  • Contract administration/storage/organization
  • Manage Legal Hold Process
  • Coordinate and manage annual SAM registrations
  • Coordinate Secretary Certificate requests and draft certificates for each specific request for Secretary signature
  • Update and manage corporate minute books
  • Manage/update all legal/risk information in third party vendor websites such as ISNetworld, Ariba, Avetta, etc.
  • Manage fleet risk issues (MVR information and telematics information), including notifications to Managers/Employees/HR regarding counseling, training, and violations
  • Manage all Service of Process functions, including distribution to correct department for completion
  • Support executive leadership (COO, etc.) with schedule coordination and other administrative duties

Required Skills and Abilities

  • Knowledge of software applications such as ISNetworld, Ariba, Avetta a plus
  • Able to take initiative and ownership of tasks under multiple managers’ direction
  • Proficient with Microsoft Office Suite, especially Excel and Word
  • Excellent written and verbal communication skills
  • Excellent organizational skills and attention to detail
  • Excellent time management skills with a proven ability to meet deadlines
  • Strong analytical and problem-solving skills
  • Ability to maintain confidentiality, and to exercise discretion and good judgement

Education and Experience

  • Associate degree in Paralegal Studies or related field a plus
  • Paralegal certificate a plus
  • 5+ years of experience working in a corporate legal or executive office
  • Familiarity with the civil engineering industry a plus


Job Type: Full-time
                                 May 1, 2021

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