Administrative Assistant chez None

ABOUT US

PARTNER offers full-service engineering, environmental and energy consulting, and design services throughout the Americas, Europe, and around the globe. As a leading firm in the Commercial Real Estate (CRE) industry, we have 1400+ employees in more than 40 offices. We want to be the best home for talented professionals in our field! We know that if we hire the best and the brightest, the clients will come, and we will continue to build our company. Our internally focused mission has led to Partner being recognized on ENR’s Top 500 Design Firms List, Inc. 5000’s Fastest-Growing Private Companies in America, and Zweig’s Best Firms to Work For. Our entrepreneurial environment is one where each person can have an impact. Check out this role and join our team of talented people! 

Learn more about Partner at www.partneresi.com.

SUMMARY

We are seeking a highly organized and detail-oriented Administrative Assistant / Project Coordinator to support our dynamic 4-person Legal Department. This role is a hybrid of administrative support and project coordination, ideal for someone who is a quick learner, thrives in a fast-paced environment, excels at multitasking, enjoys being part of a close-knit team, and is passionate about keeping teams aligned and on track. 
  
The ideal candidate will be responsible for managing legal administrative tasks while also acting as the central point of coordination for legal projects, deadlines, and team priorities. 

Key Responsibilities: 

Project Coordination & Management 

Track and manage legal department projects, ensuring deadlines and milestones are met. 
Maintain and update project tracking tools, calendars, and dashboards. 
Coordinate cross-functional meetings, prepare agendas, and document action items. 
Follow up with team members on deliverables and timelines. 
Assist in developing and maintaining standard operating procedures and workflows. 
Monitor, manage and analyze departmental KPIs and expenditures.  

Administrative Support 

Draft, format, and proofread legal documents and correspondence. 
Process certificates of insurance.  
Manage physical and electronic legal files, ensuring documents are organized and accessible. 
Prepare, circulate, and track project-critical administrative documents, such as certificates of insurance, corporate license applications, and lien waivers.  
Schedule and coordinate meetings, conference calls, and travel. 
Process invoices, expense reports, and legal billing. 
Support contract lifecycle management, including tracking, filing, and routing for signatures. 

Communication & Collaboration 

Serve as a liaison between the legal team and internal/external stakeholders. 
Communicate project updates and status reports clearly and professionally. 
Handle confidential and sensitive information with discretion.

Required Skills & Experience 

• 2+ years of experience in an administrative, project coordination, or executive assistant role, preferably in a legal or corporate environment.
• Strong proficiency in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint).
• Exceptional organizational skills and attention to detail.
• Ability to manage multiple priorities and deadlines with minimal supervision.
• Excellent written and verbal communication skills.
• Strong problem-solving skills and a proactive mindset. 

Preferred Qualifications 

• Experience working in a legal department or law firm.
• Familiarity with legal terminology and document types.
• Bachelor’s degree, paralegal certificate, or equivalent experience. 

Key Competencies: 

• High level of integrity and discretion.
• Quick learner.
• Team-oriented with a collaborative spirit.
• Ability to work quickly and accurately, with a close attention to detail. 
• Adaptable and flexible in a dynamic work environment.
• Ability to learn new software.
• Strong interpersonal skills and a positive attitude. 

COMPENSATION 

Hourly pay range is $23 to $26 per hour. This is what we reasonably expect to pay for the role.

The pay scale for this role considers a wide range of factors when making compensation decisions including, but not limited to, skill sets, experience and training, licensure and certifications, and other business and organizational needs. Please note, the disclosed pay scale estimate has not been adjusted for the applicable geographic location where the position may be filled.

You may also be eligible to participate in a discretionary incentive bonus program which is dependent on various factors, including, but not limited to individual and organizational performance.

Benefits:

Competitive benefits package including health insurance, dental insurance, vision insurance, vacation and sick time, and a 401(k) plan with a company match.

Equal Employment Opportunity

Partner Engineering & Science, Inc. is committed to the principles of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is our intent to maintain a work environment that is free of harassment, discrimination, or retaliation based on an individual’s race (including, but not limited to, hair texture and protective hairstyles such as braids, locks, and twists), color, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic characteristics), genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender (including gender identity and gender expression), age (40 years and over), sexual orientation, veteran and/or military status, protected medical leaves (requesting or approved for leave under the Family and Medical Leave Act or the California Family Rights Act), reproductive health decision making, domestic violence victim status, political affiliation, or any other status protected by federal, state, or local laws.

We will consider qualified applicants who have criminal histories in a manner consistent with the law. 

California Consumer Privacy Act

We collect personal information from you in connection with your application for employment with Partner Engineering and Science, Inc.  For details on what personal information we collect and the purposes for which we collect it, please visit:

https://www.partneresi.com/about/careers/california-consumer-privacy-act