Executive Legal Assistant

Construction Legal Assistant / Executive Assistant – Legal Department

Location: West Palm Beach, FL 33401

Schedule: Full-Time | 100% Onsite

Compensation: $43–$50/hour DOE | Direct Hire compensation approximately $90,000–$120,000 DOE

Employment Options: Temp-to-Hire or Direct Hire

Start: ASAP – Immediate Need

AppleOne Is Hiring – Construction Legal Assistant / Executive Assistant

AppleOne is working with a highly respected leader in the construction industry to identify a polished, highly organized Construction Legal Assistant / Executive Assistant to support its Legal Department in West Palm Beach.

This is a high-priority hybrid legal and executive support role working directly with the company's General Counsel for the Southeast/South Florida region .

Our client is open to candidates coming from several different backgrounds. You do not need to be a traditional Paralegal. A high-functioning Executive Assistant or Legal Assistant with strong construction industry experience and knowledge of Florida construction lien documentation could be an excellent fit.

The most important technical component of this position is hands-on familiarity with Florida construction lien processes and documentation , including liens, releases, Notices of Commencement, preliminary notices, recording, and related documentation.

Experience supporting litigation is a plus, but the client is willing to train the right candidate on certain paralegal functions such as filings and case management.

Key Responsibilities

Construction Legal & Lien Support

• Prepare, process, track, and maintain construction-related legal documentation.
• Work with Claims of Lien, Satisfactions of Lien, lien releases, waivers, Notices of Commencement, preliminary notices, Notices to Owner, and related construction documents .
• Coordinate and/or perform the recording of construction-related documents with appropriate Florida counties and public agencies.
• Maintain accurate tracking logs for liens, releases, notices, bonds, and other time-sensitive construction documentation.
• Track outstanding transfer bonds and assist with securing their return once claims have been satisfied.
• Conduct public records research and review recorded documents.
• Support contract documentation, including document comparison, preparation of contracts and exhibits, execution packages, and DocuSign coordination.
• Maintain organized legal and construction documentation and filing systems.

Executive & Legal Support

• Provide high-level administrative and executive support directly to General Counsel .
• Manage calendars, meetings, deadlines, correspondence, reports, agendas, and other time-sensitive priorities.
• Coordinate communication and documentation between Legal, operations, project teams, HR, outside counsel, and other internal and external stakeholders.
• Handle confidential and sensitive legal and business information with a high level of discretion.
• Prepare and circulate weekly and monthly reports, agendas, and tracking documents.
• Assist with E-billing, professional license tracking, document management, and general Legal Department administration.

Litigation Support

• Assist with maintaining litigation calendars, deadlines, case files, and related documentation.
• Support document collection for subpoenas, discovery requests, and other legal matters.
• Assist with legal filings, case management, and document organization.
• Coordinate with outside counsel and internal departments as necessary.
• Assist with E-Discovery and legal holds when needed.

Extensive litigation experience is not required. Candidates with a preliminary understanding of the litigation process, legal calendars, deadlines, and filings are strongly encouraged to apply.

What We're Really Looking For

The ideal candidate may currently be working as a:

• Construction Executive Assistant
• Legal Assistant
• Construction Legal Assistant
• Paralegal
• Construction Contracts Administrator
• Construction Administrative Professional with strong lien/documentation experience

Most importantly, this individual should understand the administrative and documentation requirements surrounding Florida construction liens and related notices .

Qualifications

• Bachelor's degree required.
• Several years of progressive experience as an Executive Assistant, Legal Assistant, Paralegal, Contracts Administrator, or similar professional role.
• Construction industry experience strongly preferred.
• Hands-on experience working with Florida construction liens, releases, Notices of Commencement, preliminary notices, Notices to Owner, and/or related lien documentation.
• Familiarity with Florida lien law processes and recording requirements is highly desirable.
• Experience recording documents and researching public records is strongly preferred.
• Some exposure to litigation processes, legal calendars, case management, discovery, or legal filings is a major plus but does not need to be extensive .
• Experience supporting attorneys, General Counsel, executives, project teams, or senior leadership preferred.
• Strong Microsoft Word, Excel, Outlook, and document-management skills.
• Procore and/or construction management software experience is a plus.
• Exceptional organizational skills and attention to detail.
• Ability to track multiple deadlines, documents, and priorities simultaneously.
• Excellent written and verbal communication skills.
• Must be polished, professional, articulate, proactive, and comfortable working directly with senior leadership .
• Ability to work independently and anticipate the needs of a busy General Counsel and Legal Department.
• High level of discretion when handling confidential legal and business matters.

Ideal Candidate Profile

This position could be an especially strong opportunity for a high-performing Executive Assistant from a general contractor, developer, subcontractor, construction law firm, or related organization who has regularly handled construction lien documentation and wants to expand their legal responsibilities.

Likewise, an experienced Legal Assistant or Paralegal with Florida construction experience could be an excellent fit.

The client is willing to train the right person on some of the more traditional paralegal responsibilities. What is more important is finding someone who already understands the construction environment, Florida lien-related documentation, recording processes, deadlines, and the level of organization required to support senior legal leadership.

Interview & Availability

Qualified candidates must be available for a Microsoft Teams interview as part of the selection process.

This is an urgent opening , and candidates who are available to interview and start quickly are strongly encouraged to apply.

Our client is open to both Temp-to-Hire and Direct Hire depending on the candidate's experience, qualifications, and availability.

AppleOne is actively interviewing candidates for this opportunity now.