Legal and Operations Administrative Assistant

Position Summary

Provides key legal and executive administrative support to the Operations Leader and General Counsel, performing a variety of paralegal, secretarial, technical, and administrative functions. The position involves regular interaction with senior executives, clients, engineers, and government offices. Responsible for maintaining calendars and internal databases, as well as assisting the Legal and Operations Department with data collection, compliance, document review and preparation, and file maintenance.

This position follows a hybrid schedule, with three days per week on-site in our Phoenix office.

Salary Range: $60,000 - $75,000 - DOE

• Support the Operations Leader and General Counsel with legal, clerical, and administrative functions. Prepare, review, analyze, and transmit correspondence, memoranda, and legal documents.
• Update and maintain the General Counsel and Operation Leader’s calendars, including scheduling appointments, coordinating meetings, and prioritizing schedules. Ensure meeting logistics are arranged and adjust schedules proactively to resolve conflicts.
• Support Operations by maintaining and updating process documentation. Keep all operational manuals and records current. Assist in documenting new workflows or policy changes as the company evolves.
• Track and maintain records of company contracts, ensuring proper version control and systematic archiving of executed agreements. Track the opening and expiration dates of contracts and managing integration of the contracts in Performance’s operations. Manage the e‑signature process for contracts and other legal documents using Docu Sign. Prepare documents for electronic signature, route them to the appropriate parties, and track completion to ensure fully executed copies are properly saved and filed.
• Monitor and organize legal matters and associated documents. Maintain an orderly document management system for legal files and correspondence, ensuring easy retrieval and adherence to record‑keeping policies.
• Draft meeting agendas based on input from Operations and Legal. Attend key meetings to take clear and concise notes, then distribute meeting summaries and action‑item lists to stakeholders. Follow up on action items and deadlines to support team accountability.
• Perform general administrative duties to keep Operations and Legal running smoothly.

• Due to compliance with U.S. export control laws and regulations, candidate must be a U.S. Person, which is defined as a U.S. citizen, a U.S. permanent resident, or have protected status in the U.S. under asylum or refugee status or have the ability to obtain an export authorization.

• Experience:
  
  3–5 years of experience as an Administrative Assistant or in a similar support role, preferably at a mid‑level capacity. Experience supporting a legal department or operations/executive team is strongly preferred. A background in handling contract administration or executive calendar management is a plus.
• Education:
  
  High school diploma or equivalent required. An Associate’s or Bachelor’s degree in Business Administration, Legal Studies, or a related field is preferred. Paralegal certification or training in legal administration is a plus.
• Technical
  
  Skills:
  
  Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) is required. Hands‑on experience with Docu Sign (or similar electronic signature platforms) is preferred. Familiarity with document management systems, contract tracking software, or collaboration tools (e.g., SharePoint) is beneficial.
• Confidentiality:
  Demonstrated ability to handle sensitive and confidential information with discretion. Understanding of the importance of privacy and security when dealing with legal contracts, company financial data, personnel information, and other confidential records. Maintaining confidentiality is a crucial function of the job.

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