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Executive Assistant

Skanska USA Building Inc.

Job Summary:

 

The Executive Assistant plays a vital role in providing comprehensive administrative support to the legal department. This position is responsible for facilitating departmental operations through process improvement, project and matter management, effective reporting, and general corporate and departmental support. This role requires a highly organized individual with strong communication skills who can manage multiple priorities while ensuring accuracy and efficiency in all tasks.

 

Key responsibilities include managing the intake of litigation and arbitration matters, coordinating with outside counsel on case management and invoicing, and drafting litigation holds. The Executive Assistant also prepares powers of attorney, compiles various department reports, administers matter management software, and handles departmental mail and service of process. Additional duties involve managing business license and corporate registrations, compiling compliance data, and conducting ethics checks in collaboration with the Business Unit Ethics and Compliance Officer.

 

The ideal candidate will hold a bachelor’s degree in a relevant field or possess equivalent experience. Required skills include advanced time management, effective verbal and written communication abilities, familiarity with legal processes, strong organizational abilities, fluency with IT systems, and proficiency in managing multiple tasks independently. A notary commission or willingness to obtain one within six months of hire is also expected. Preferred qualifications include prior experience supporting attorneys in a law firm or corporate setting, and collaborative experience within both internal teams and external stakeholders.

 

Maturation of role and/or career growth within the department may be available depending on the candidate’s experience and performance.

 

Duties and Responsibilities:

 

• Intake of litigation and arbitration, coordination with outside counsel regarding matter management and invoicing, issuance and management of litigation holds
• Drafting powers of attorney
• Tracking and managing corporate documents including resolutions, parent company guarantees and leases
• Administration of department’s matter management software
• Intake and distribution of department mail and service of process
• Maintenance of business licenses and corporate registrations
• Compiling and drafting reports from various data sets
• Assists Business Unit Ethics and Compliance Officer by compiling compliance data for reporting and conducting ethics checks
• Organizes department meetings
• Other Duties: The above statements are intended to describe the general nature and level of work performed by employees assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Duties and responsibilities may be added or changed as deemed appropriate by management at any time.

 

Required Qualifications:

 

• 3+ years of administrative experience, executive or business operations support, paralegal or similar experience
• Commissioned as a notary or willing to obtain notary commission within six months of hire
• Bachelor’s Degree – business administration/management/operations, pre-law/legal support services or sociology or 8 years equivalent experience plus minimum 3 years prior relevant experience.
• Tech-savvy, including ability to support departmental process improvements through technology and experience using artificial intelligence to complete routine tasks
• Proficiency in Excel

 

Preferred Qualifications:

 

• 1+ years of experience supporting attorneys in law firm or corporate setting
• Strong organizational and time management skills
• Familiarity with legal processes, technology and terminology
• Ability to handle and prioritize multiple tasks and demands with minimal supervision
• Experience with Power BI and Sharepoint 
• Strong verbal and written communication skills with the ability to collaborate both within and external to the department

 

The Physical Side of the Role: This role is primarily office-based, involving significant computer work, document review, meetings, and other administrative tasks that require prolonged sitting. However, it also includes regular visits to active job sites, where you may spend time on your feet walking on even and uneven surfaces, navigating stairs, ladders, or hoists, and inspecting work in progress. The role requires visual acuity—including near and far vision, color perception, and depth perception—for reviewing plans and evaluating field conditions. While physical demands are moderate, you should be comfortable performing occasional bending, kneeling, and reaching, as well as lifting and carrying materials up to 25 pounds when needed. The work environment is a mix of climate-controlled office settings and field conditions that may involve exposure to outdoor weather for short durations. 

 

Work Environment/Conditions: This job is performed both in the office and in the field on an active construction site. Field work requires experience and confidence working in and around heavy industrial equipment and systems, which includes average to loud noises, ability to traverse uneven grounds, and possible outdoor weather conditions. Vision requires the capacity for close and far vision, the ability to adjust focus, depth perception and peripherial vision. Activities and responsibilities require frequent sitting (often working on a computer), frequent driving, flying, walking, standing, light lifting, bending, and reaching. Due to computer usage, there may be repetitive motions of the hands and wrists.

 

Background Check Required

 

Skanska is an Equal Employment Opportunity (EEO) Employer. We do not discriminate on the basis of race, color, religion, sex, national origin, disability, age, genetic information, citizenship, protected veteran status, or any other categories protected under applicable federal, state, and local laws.

 

Skanska Equal Employment Opportunity

 

Skanska uses knowledge & foresight to shape the way people live, work, and connect. More than 135 years in the making, we’re one of the world’s largest construction and project development companies. With operations in select markets throughout the Nordics, Europe, and the United States, global revenue totaled $15.9 billion in 2024.

 

Skanska in the U.S. operates 28 offices across the country, with its headquarters in New York City. In 2024, the U.S. construction sector generated $8.2 billion in revenue, and the U.S. development sector’s net investments in commercial projects totaled $224 million.

 

Together with our customers and the collective expertise of our 6,300 teammates in the U.S. and 26,300 globally, we create innovative and sustainable solutions that support healthy living beyond our lifetime.  

 

Skanska's Applicant Privacy Policy for California Residents

 

Search Firm and Employment Agency Disclaimer 
Search Firm and Employment Agency Disclaimer Skanska USA Human Resources (“Skanska HR”) provides HR services to the Skanska business units within the U.S.A., including Skanska USA Civil Inc., Skanska USA Building Inc., Skanska USA Commercial Development Inc., and Skanska Infrastructure Development Inc. (collectively “Skanska USA”). As such, Skanska HR is the sole authorized representative of Skanska USA to execute any agreements with search firms, employment agencies, or any employment vendor (“Vendor”). As a condition precedent to any entitlement for payment, a Vendor shall have both (1) the Skanska USA Placement Agreement and (2) an Engagement Job Order executed by an authorized Skanska HR representative. Absent the properly executed documents, Skanska HR shall have no obligation to make payment to the Vendor. Verbal or written communications from any employee of Skanska USA business units shall not be considered binding obligations. All resumes, whether unsolicited or solicited, shall be considered the property of Skanska HR.