Executive Assistant – Development & Legal
Fulltime hourly position (32-40 hours per week) with competetive wage and benefits
Reports to: Construction Development & In-House General Counsel
POSITION SUMMARY
We are seeking a highly organized and dependable Executive Assistant to provide administrative and coordination support to a Construction Developer and In-House General Counsel. This role is focused on calendar management, scheduling, document organization, communication, and follow-through across development and legal functions.
The ideal candidate is proactive, detail-oriented, and comfortable working in a fast-paced, confidential environment. This position is execution- and coordination-focused and does not include contract drafting, legal analysis, or budget ownership.
KEY RESPONSIBILITIES
Support the mission and vision of Roers and demonstrate the competencies as defined for this position.
Executive Support
- Manage complex calendars and communications for two senior leaders (with competing priorities at times); assisting to ensure priorities stay on track
- Bring precision, professionalism, and discernment to every interaction – demonstrating sound judgement, confidentiality, and thoughtful approach in representing the company
- Coordinate internal and external meetings, including site visits and legal calls
- Prepare agendas, meeting materials, and briefing documents
- Track follow-up items and ensure timely completion
- Handle travel arrangements and expense reporting
- Serve as a gatekeeper for scheduling requests and communications
Development & Construction Coordination (Administrative)
- Schedule project-related meetings, site visits, and consultant calls
- Track high-level project milestones and key deadlines
- Organize development-related documents such as drawings, permits, and correspondence
- Act as a logistical point of contact for architects, consultants, and vendors
- Support smooth coordination between internal development teams and external partners
Legal Administrative Support
- Maintain calendars and deadline reminders for legal matters
- Organize and file legal documents, including NDAs and correspondence
- Coordinate document execution and signature workflows
- Schedule meetings with outside counsel and internal stakeholders
- Support confidentiality and document-handling protocols
Enhanced Coordination & Execution Support
- Track cross-functional action items and follow up on behalf of executives
- Support alignment between development and legal teams through scheduling and communication
- Prepare concise meeting summaries and executive briefing materials
- Assist in maintaining administrative tracking tools and simple dashboards
- Identify recurring administrative bottlenecks and escalate them appropriately
Organization & Communication
- Maintain well-structured digital filing systems and version control
- Ensure documents and information are easily accessible to executives
- Communicate professionally with internal and external stakeholders
- Handle sensitive and confidential information with discretion
QUALIFICATIONS
- 3–5 years of experience as an Executive Assistant or Administrative Assistant
- Experience supporting multiple senior leaders simultaneously
- Strong organizational, time-management, and follow-through skills
- Excellent written and verbal communication
- High attention to detail and reliability
- Proficiency with Microsoft Office or Google Workspace
- Comfort working in deadline-driven, confidential environments
Nice to Have (Not Required)
- Exposure to construction, real estate, or legal environments
- Experience with DocuSign or similar tools
ROLE SCOPE CLARIFICATION
This role focuses on execution, coordination, and administrative follow-through. It does not include:
- Contract drafting or legal analysis
- Budget management or financial oversight
- Strategic decision-making or independent authority