Administrative Assistant

Position Overview

The Nicholas Family of Companies is seeking a highly organized, detail-oriented Administrative Assistant to support our Corporate Counsel. This role plays a critical part in ensuring efficient day-to-day operations, facilitating professional communication, and providing timely administrative and legal support. The ideal candidate is proactive, responsive, and able to manage confidential information with discretion while effectively prioritizing tasks in a fast-paced environment. This position requires strong organizational skills, sound judgment, and the ability to work both independently and collaboratively.

Primary Responsibilities

• Provide administrative and clerical support to the Corporate Counsel.
• Assist with legal corporate filings and related administrative tasks, including preparing documents for submission, tracking deadlines, maintaining logs, and organizing supporting documentation.
• Maintain organized electronic and physical filing systems, including confidential and sensitive legal, corporate, and executive materials.
• Coordinate document workflows, including version control, obtaining signatures, distributing finalized documents, and confirming receipt when needed.
• Assist with contract and lease administration, including tracking agreements, renewal dates and outstanding documentation.
• Track legal deadlines, filing dates, compliance requirements, and other important deliverables.
• Prepare, format, proofread and maintain legal correspondence, reports and various agreements with a high degree of accuracy and attention to detail.
• Serve as a professional point of contact for internal teams, external partners, vendors, and counsel—ensuring timely, courteous communication.
• Assist with special projects and other administrative duties assigned.

Qualifications

• Experience as an Administrative Assistant or similar role supporting senior leadership preferred.
• Excellent organizational skills and attention to detail.
• Ability to manage competing priorities and meet deadlines.
• Strong written and verbal communication skills, including professional business correspondence.
• Demonstrated ability to handle confidential information with discretion and sound judgment.
• Proficiency in Microsoft Word, Outlook, and PowerPoint; fluency in Excel.
• Familiarity with AIA contract templates is a plus.
• Experience with document management systems and e-signature tools.
• Professional demeanor and ability to interact with senior leadership, attorneys, and external partners.