Legal & Operations Administrative Assistant

Position Summary

Provides key legal and executive administrative support to the Operations Leader and General Counsel, performing a variety of paralegal, secretarial, technical, and administrative functions. The position involves regular interaction with senior executives, clients, engineers, and government offices. Responsible for maintaining calendars and internal databases, as well as assisting the Legal and Operations Department with data collection, compliance, document review and preparation, and file maintenance. This position follows a hybrid schedule, with three days per week on-site in our Phoenix office

Salary Range: $60,000 - $75,000 - DOE

Responsibilities

• Support the Operations Leader and General Counsel with legal, clerical, and administrative functions. Prepare, review, analyze, and transmit correspondence, memoranda, and legal documents.
• Update and maintain the General Counsel and Operation Leader’s calendars, including scheduling appointments, coordinating meetings, and prioritizing schedules. Ensure meeting logistics are arranged and adjust schedules proactively to resolve conflicts.
• Support Operations by maintaining and updating process documentation. Keep all operational manuals and records current. Assist in documenting new workflows or policy changes as the company evolves.
• Track and maintain records of company contracts, ensuring proper version control and systematic archiving of executed agreements. Track the opening and expiration dates of contracts and managing integration of the contracts in Performance’s operations. Manage the e-signature process for contracts and other legal documents using DocuSign. Prepare documents for electronic signature, route them to the appropriate parties, and track completion to ensure fully executed copies are properly saved and filed.
• Monitor and organize legal matters and associated documents. Maintain an orderly document management system for legal files and correspondence, ensuring easy retrieval and adherence to record-keeping policies.
• Draft meeting agendas based on input from Operations and Legal. Attend key meetings to take clear and concise notes, then distribute meeting summaries and action item lists to stakeholders. Follow up on action items and deadlines to support team accountability.
• Perform general administrative duties to keep Operations and Legal running smoothly.

Qualifications

• Due to compliance with U.S. export control laws and regulations, candidate must be a U.S. Person, which is defined as, a U.S. citizen, a U.S. permanent resident, or have protected status in the U.S. under asylum or refugee status or have the ability to obtain an export authorization.

• Experience: 3–5 years of experience as an Administrative Assistant or in a similar support role, preferably at a mid-level capacity. Experience supporting a legal department or operations/executive team is strongly preferred. A background in handling contract administration or executive calendar management is a plus.
• Education: High school diploma or equivalent required. An Associate’s or Bachelor’s degree in Business Administration, Legal Studies, or a related field is preferred. Paralegal certification or training in legal administration is a plus.
• Technical Skills: Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) is required. Hands-on experience with DocuSign (or similar electronic signature platforms) is preferred. Familiarity with document management systems, contract tracking software, or collaboration tools (e.g., SharePoint) is beneficial.
• Confidentiality: Demonstrated ability to handle sensitive and confidential information with discretion. Understanding of the importance of privacy and security when dealing with legal contracts, company financial data, personnel information, and other confidential records. Maintaining confidentiality is a crucial function of the job.

About Performance:

Performance Software is engaged in the design of Real-time Embedded Software. This includes avionics and healthcare applications such as CT Scanner, Synthetic Vision Cockpit Displays, Flight Management System Guidance and Navigation, Platforms (I/O, BITE, Driver, Boot, BSP, DSP, A/D, Dataloader), and Datalink Applications (FANS, VDL Mode 2, ATN, CPDLC). Our customers are both Commercial and Defense related healthcare and avionics manufacturers. We have locations in Phoenix, AZ, New Orleans, LA, Grand Rapids, MI, Clearwater, FL, Bothell, WA, and Cedar Rapids, IA. We have been in business since 1998 and have been awarded INC 5000 Fastest Growing Companies and Best Places to Work in Arizona multiple years.

Competitive Benefits:

Our full-time team members receive competitive salaries plus a contribution, totally paid for by our company every paycheck to an individual IRA equal to 12% of your salary. Flexible hours. Our team members are provided health/dental/vision insurance coverage plus STD/LTD coverage, separate paid sick time and vacation days, and major holidays. Hourly employees are paid a very competitive rate with medical/dental/vision benefits available.

To learn more about Performance Software: https://www.psware.com/careers/

Performance Software is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. We are committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. If you need reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please discuss this with your recruiter if you are selected for an interview.