1 Corporate Paralegal / Executive Business Administrator Job in San Rafael, CA
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Corporate Paralegal / Executive Business Administrator
$85k-106k (estimate)
Full Time | Business Services
2 Months Ago
The Dutra Group is Hiring a Corporate Paralegal / Executive Business Administrator Near San Rafael, CA
Corporate Paralegal / Executive Business Administrator
Equal Opportunity Employer/Veterans/Disabled
SUMMARY: Seeking qualified professional to handle day-to-day business activities of the Executive Chairman and Executive Vice President, and to support the company’s strategic, risk, legal, and compliance efforts. You will support the partnership between the Executive Chairman and the Executive Vice President in both company and personal matters by providing paralegal and administrative support to both of them.
The Executive Chairman is the founder and majority shareholder of The Dutra Group who, in addition to his high-level strategic activities at The Dutra Group, maintains entrepreneurial business interests in a number of outside companies and participates in a number of outside boards and committees.
The Executive Vice President works closely with the Executive Chairman and the CEO to implement strategic business objectives and directly oversees the company’s risk, legal, and compliance activities. The Executive Vice President is also a Trustee of the Executive Chairman’s trust and assists him with a variety of personal and business activities both within and outside The Dutra Group.
The Corporate Paralegal / Executive Business Administrator will manage a wide range of projects and activities for the Executive Chairman and the Executive VP: assist in prioritization, analysis, and planning; maintain organization of paper and electronic documents; draft correspondence and other communications in the appropriate tone with appropriate language and grammar; review and manage corporate documents and agreements; and organize travel and entertainment, meetings, conference calls, and events. We will rely on you to be aware of activities, projects, and issues and to make sure that we remain in the loop. You will take projects from start to finish and facilitate communications while keeping us appropriately informed. We are looking for an administrative partner who can serve as our right-hand support person. This position involves assistance with some personal matters since the Executive Chairman’s personal and business matters are intertwined.
In this role, your success is all about managing priorities, completing tasks that need to be performed, creating and maintaining relationships, and being harmonious and gracious in a small and collegial office. In this important role representing the executive office, your excellent communication, collaboration, and professionalism is paramount. You will analyze situations and exercise sound judgment in determining appropriate courses of action.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Communications
Draft correspondence and email. Assist the Executive Chairman in composing email correspondence in his own tone; review and proofread draft correspondence. Assist the Executive Vice President in composing email correspondence in her own tone with appropriate language and grammar; review and prioritize incoming correspondence.
Facilitate communications and coordinate workflow between departments.
Communicate and coordinate with the Executive Coordinator regarding attendance of the Executive Chairman and Executive Vice President at business meetings, travel on the corporate jet, participation in telephone calls, etc.
Call employees, outside consultants, attorneys, vendors, and industry contacts to gather and communicate information.
Serve as a liaison between Executive Chairman and Executive VP and internal and external stakeholders.
Keep the Executive Chairman and Executive VP appropriately informed of communications, activities, and priority levels.
Coordinate with the Executive Chairman’s bookkeeper, financial advisor, and outside consultants.
File/Email Maintenance and Organization
Organize and maintain documents in paper and electronic filing systems.
Prioritize incoming emails for handling; assist in email responses; assist in organizing and maintaining the Executive VP’s email inbox as required.
Contracts and Documentation
Assist in reviewing, preparing, and processing routine corporate documents and basic agreements (NDA’s, hold harmless agreements, settlement and release agreements, bank loan documents, employment separation agreements, due diligence documents, 401k plan notifications, etc.).
Assist in preparing and reviewing corporate documents and agreements for special projects that may arise.
Ensure that applicable forms are completed and disseminated in a timely manner.
Maintain the minute books containing the minutes from corporate board meetings.
Maintain the minute books containing the minutes from corporate shareholder meetings.
Proofread and edit documents as necessary.
Analysis and Planning
Gather facts to assist in analysis.
Gather and organize documents for review.
Write or summarize reports to assist the executives with analysis or compliance efforts.
Assist executives in preparing for corporate meetings.
Daily Operations and Meetings
Determine priority of matters for executives’ attention.
Keep executives apprised of time-sensitive and priority issues, ensuring appropriate follow-up.
Redirect matters to staff or handle matters personally as appropriate.
Resolve matters that require action or follow-up.
Attend meetings and take notes of discussion.
Participate in task planning and implementation.
Coordinate travel on the corporate jet for both business and personal use with the Executive Coordinator.
Support the Executive Chairman’s work on outside boards and committees (e.g., Bay Planning Association, Dredging Contractors Association, Beavers Charitable Trust, etc.)
Support the Executive Chairman’s efforts in creating strategic business partnerships and work on special projects.
Assistance with Technology
Assist the Executive Chairman in logging into Zoom meetings; troubleshooting issues on his iPhone; maintaining passwords, etc.
Scheduling, Planning, Travel, and Other Administrative Functions
Make concierge-level travel arrangements consistent with executive’s preferences, both domestic and international, for personal and business.
Collect travel receipts and prepare travel reimbursement requests.
Receive and screen phone calls and visitors, answering questions with tact and diplomacy, exercising discretion at all times.
Coordinate with internal and external stakeholders to schedule meetings, calls, and conferences.
Sort and triage mail. Maintain directories of personal contacts.
Arrange for conference registrations; renew TWIC, Rapid Gate, TSA, Clear, Global Entry, California bar membership, and other registrations on a timely basis.
Assist with Personal Matters
Schedule doctors’ appointments, arrange for pickup of prescriptions, coordinate payment of personal invoices, etc.
Select and wrap holiday and birthday gifts; assist in making personal purchases; assist in coordinating various family and personal matters.
COMPETENCIES: To perform the job successfully, an individual should possess and demonstrate the following competencies:
Interpersonal Competencies
- Ability to work calmly, harmoniously, and effectively in a fast-paced, dynamic environment with a professional demeanor.
- Ability to handle highly sensitive and confidential financial, legal, personnel, and institutional information with the highest level of discretion, confidentiality, and professionalism.
- Demonstrated ability to interact effectively and appropriately with high-level professionals, boards, committees, support staff, and field personnel.
- Ability to interact tactfully and successfully with a wide range of individuals, from senior executives to construction field workers.
- Team player capable of cultivating strong working relationships.
- Resourceful, can-do attitude.
- Service driven, self confident and assertive, approachable, and responsive. Ability to maintain harmony in a small and collegial office.
Work Management Competencies
- Strong time management skills.
- Multitasking ability.
- Very strong organizational skills.
- Strong attention to detail.
- Ability to work independently while knowing when to seek guidance. Self-directed, proactive worker comfortable taking the initiative.
- Ability to exercise good judgment regarding moderately complex issues.
- Ability to anticipate issues that may arise and to create a plan to mitigate them.
- Ability to work overtime and off hours at peak times.
Technical Competencies
- Excellent written and verbal communications skills. Excellent grammar.
- Excellent reading comprehension skills.
- Proficiency in basic corporate processes.
- Proficiency in basic corporate legal document review and drafting.
- Proficiency in conducting independent research.
- Proficiency in basic IT functions and processes.
QUALIFICATIONS: To perform this job successfully, an individual must be able to satisfactorily perform each of the essential duties listed above. The requirements listed below are representative of the knowledge, skill, documentation, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Education/Certification: Bachelor's degree (B. A. or B.S.) from four-year college or university; paralegal certificate strongly preferred but not required.
- Experience: 5 years working for C-level executive or senior attorney
- Computer Skills: Advanced abilities in Microsoft Office software, including Outlook, Word, Excel, and PowerPoint. Database management experience preferred but not required (e.g., Egnyte or OneDrive). Viewpoint/Vista experience desirable but not required.
- Language Ability: Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.
- Reasoning Ability: Ability to define problems briefly and succinctly, collect data, establish facts, and draw valid conclusions; ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
- Physical Presence: Regular and predictable physical presence in the corporate office is an essential qualification for this position due to the importance of the aggressive timeframes under which the employee will operate, and the need for face-to-face interaction with the other departments to properly perform job-related functions.
- Documentation and Licenses: Valid driver’s license required for transit to jobsites, meetings and functions out of the office. Valid documentation required for completion of Form I-9, Employment Eligibility Verification, upon hire as required by federal law.
SUPERVISORY RESPONSIBILITIES: This position does not include supervisory responsibilities.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Usual office work conditions. The noise level in the work environment is moderate. Minimum physical exertion.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The employee must occasionally lift and/or move up to 10 pounds.
- Specific vision abilities required by this job include close vision.
- While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear.
- The employee is occasionally required to stand and walk.
The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.
Pay Range: $120,000 - $160,000
PRIVACY NOTICE TO CALIFORNIA JOB APPLICANTS AND EMPLOYEES
The Dutra Group (“Dutra” or “Company”) adopts this Privacy Notice in compliance with the California Consumer Privacy Act (“CCPA”). The CCPA provides certain protections for all California consumers. A “Consumer,” as defined by the CCPA, is any person that is both a natural person and a California resident, including any employee or job applicant of a qualifying company.
This Privacy Notice supplements any other privacy policy or notice that may be issued by Dutra. In the event of a conflict between any other Company policy, statement, or notice and this Privacy Notice, this Privacy Notice will prevail. The purpose of this Privacy Notice is to provide job applicants and employees with a description of Dutra’s practices regarding the collection, use, disclosure and sale of “Personal Information” (“PI”) as defined in the CCPA. Terms defined in the CCPA that are used in this Privacy Notice shall have the same meaning as in the CCPA. Dutra will only collect and process your PI in accordance with this Privacy Notice, unless otherwise required by applicable law.
Categories of Personal Information Dutra Collects and Purpose of Use
Dutra collects and retains job application and employment information for the following general purposes: human resources, employment and benefit administration, and compliance with any local, state, or federal legal obligations. Dutra obtains the categories of PI listed below during the job application process, employee onboarding process, the selection of benefits as an employee, and ongoing employment. In some cases, Dutra may obtain a background check once an offer of employment is made.
Dutra does not sell or disclose PI of job applicants and employees to any third parties, unless required to do so by law.
Dutra collects the following categories of PI for job applicants and employees:
The Company continues to evaluate its practices and records in relation to the CCPA to ensure compliance with all requirements. If Dutra wishes to use collected PI for different purposes than those listed above, or if Dutra wishes to collect different PI than listed above, Dutra will provide further notice. To submit a consumer rights request, or to voice a question or concern regarding the CCPA, please call the Company’s hotline at (844) 847-5289 or visit thedutragroupdsr.ethicspoint.com.
The Dutra Group (“Dutra” or “Company”) adopts this Privacy Notice in compliance with the California Consumer Privacy Act (“CCPA”). The CCPA provides certain protections for all California consumers. A “Consumer,” as defined by the CCPA, is any person that is both a natural person and a California resident, including any employee or job applicant of a qualifying company.
This Privacy Notice supplements any other privacy policy or notice that may be issued by Dutra. In the event of a conflict between any other Company policy, statement, or notice and this Privacy Notice, this Privacy Notice will prevail. The purpose of this Privacy Notice is to provide job applicants and employees with a description of Dutra’s practices regarding the collection, use, disclosure and sale of “Personal Information” (“PI”) as defined in the CCPA. Terms defined in the CCPA that are used in this Privacy Notice shall have the same meaning as in the CCPA. Dutra will only collect and process your PI in accordance with this Privacy Notice, unless otherwise required by applicable law.
Categories of Personal Information Dutra Collects and Purpose of Use
Dutra collects and retains job application and employment information for the following general purposes: human resources, employment and benefit administration, and compliance with any local, state, or federal legal obligations. Dutra obtains the categories of PI listed below during the job application process, employee onboarding process, the selection of benefits as an employee, and ongoing employment. In some cases, Dutra may obtain a background check once an offer of employment is made.
Dutra does not sell or disclose PI of job applicants and employees to any third parties, unless required to do so by law.
Dutra collects the following categories of PI for job applicants and employees:
- Personal identifiers provided in job application process, on-boarding process, and benefit selection process. The purpose of this information is to make employment decisions, verify work authorization status, manage the employment relationship with Dutra, and facilitate employment administration, processing, and maintenance, such as providing benefits to employees and their beneficiaries, processing payroll, and general office administration.
- Financial information. The purpose of this information is to administer payroll and benefits, process work-related claims, and facilitate all related accounting and auditing.
- Certain classification and diversity information, such as veteran or military status, age, race, color, national origin, citizenship, marital status, physical or mental disability, and sex. The purpose of this information is to comply with local, state, and federal laws and regulations.
- Personal and work history information provided in application process, and occasionally via a background check. The purpose of this information is to make employment decisions, manage the employment relationship with Dutra, fulfill employer obligations to employees, and determine performance requirements.
- Health and safety information that may be relevant to employment and expectations of job duties, and is in accordance with existing local, state, and federal laws. This information includes drug testing, physical injuries, heath conditions, and other physical and mental health concerns. The purpose of this information is to maintain a safe workplace, assist with employee needs, manage insurance benefits, assess and administer worker assistance programs, manage job responsibilities, adopt job accommodations, as necessary, and comply with various state and federal laws and regulations.
- Beneficiary information relevant to employment benefits. The purpose of this information is to analyze, process, and administer beneficiary benefits claims and related claims.
- Selective network activity information. This information is reviewed only on a discretionary basis. The purpose of this information is to facilitate IT maintenance and productivity, manage the employment relationship with Dutra, and facilitate a safe work environment.
- Daily health status information directly related to the COVID-19 pandemic. This information is collected upon a visit to any Dutra office or worksite. The information includes the date of office visits, the time of the visit, whether the visitor has obtained a COVID-19 daily check-in health badge, and whether the visitor has passed a temperature screening. The Company may sometimes require an employee or worksite visitor to take a COVID-19 rapid test prior to entering a Company worksite. The purpose of this information is to keep all Company locations as safe as possible and to protect the health of Company employees, their families, and all others that visit the Company’s worksites.
The Company continues to evaluate its practices and records in relation to the CCPA to ensure compliance with all requirements. If Dutra wishes to use collected PI for different purposes than those listed above, or if Dutra wishes to collect different PI than listed above, Dutra will provide further notice. To submit a consumer rights request, or to voice a question or concern regarding the CCPA, please call the Company’s hotline at (844) 847-5289 or visit thedutragroupdsr.ethicspoint.com.
PAY TRANSPARENCY NONDISCRIMINATION PROVISION
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)
Reasonable accommodation requests can be made at jobs@dutragroup.com
Know Your Rights Poster
Job Summary
JOB TYPE
Full Time
INDUSTRY
Business Services
SALARY
$85k-106k (estimate)
POST DATE
03/28/2024
EXPIRATION DATE
05/27/2024
WEBSITE
dutragroup.com
HEADQUARTERS
MIAMI, FL
SIZE
200 - 500
FOUNDED
1904
CEO
GUILERMO DUTRA
REVENUE
$50M - $200M
INDUSTRY
Business Services
Related Companies
About The Dutra Group
The Dutra Group is a leading heavy civil marine contractor focused on strengthening our nations infrastructure through sustainable dredging and marine construction. The Dutra Group is made up of three distinct but integrated companies that provide a turn-key, one-stop organization supplying services to those who want to work with an industry leader. Dutra Dredging, Construction and Materials have the capability to handle any sized project in all aspects of land and marine construction, from the overall concept to the slightest detail. With one call, our customers know they can have it all -- d...elivered with reliability, pride and experience. Dutra Dredging supports a wide range of customers from governmental agencies to private industry members. From new projects to maintenance dredging with an emphasis on environmental protection, our company utilizes the best people, equipment and facilities to meet the needs of our diverse client base. Dutra Marine Construction provides the expertise and required resources to build in a multitude of marine environments. Most of our marine construction projects involve activities such as bridge and pier construction, pile driving, demolition, levee maintenance, rock placement and mooring systems. Dutra Materials primary source of aggregate is strategically located in one of the fastest growing areas in the Western United States. The San Rafael Rock Quarry has in excess of 50 million tons of aggregate reserves with the only waterside distribution center in the San Francisco Bay Area. Dutra Materials uniqueness is its ability to be the most cost-effective transporter of quality aggregate in this region. With our combined dredging, marine construction and materials resources, The Dutra Group brings a strong commitment and competitiveness for growth and development to our valued clients in our geographical area.
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