Legal Assistant

To be considered, please apply by copy pasting the following link to access our internal application: https://secure.entertimeonline.com/ta/IslandExt.careers?ShowJob=771885764

Company Description

For more than a decade, Island Exterior Fabricators (IEF) has operated as a privately owned practice specializing in the delivery of bespoke, high-performing prefabricated facade systems. Our 50-acre manufacturing campus is headquartered in Calverton, New York, and supported by design and engineering offices in Manhattan, Boston, and Hartford.

Our organization is fully self-sustained, supported by state-of-the-art equipment and facilities that enable us to deliver a high-quality product. Our production capabilities, installation network, and bonding capacity allow Island to complete large-scale, complex projects in a timely, efficient manner.

 

Job Summary: As a Legal Assistant at IEF, you will be accountable for providing comprehensive support to the Chief Legal Officer in a fast-paced private manufacturing and construction environment. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities. The Legal Assistant will be responsible for maintaining corporate compliance and governance, supporting litigation and claims management, ensuring timely regulatory filings, and assisting with a wide range of legal, insurance, and risk-related administrative functions. 

 

Accountabilities:

Corporate Governance & Regulatory Filings 

  • Maintain all corporate records, including articles, bylaws, operating agreements, and minutes for the Company and its affiliates. 

  • Track and complete annual and periodic filings for entities in all applicable jurisdictions. 

  • Monitor and update licenses, permits, and registrations required for business operations across multiple states. 

Compliance & Safety 

  • Maintain and update OSHA logs and related safety compliance records. 

  • Support compliance with federal, state, and local regulatory requirements, coordinating with internal stakeholders as needed. 

Litigation & Claims Management 

  • Organize and maintain discovery materials for litigation, arbitration, and claims, including evidence collection and document production. 

  • Track case deadlines, hearing dates, and settlement discussions. 

  • Maintain communication with outside counsel, insurers, and internal teams regarding ongoing claims. 

Contracts, Leases & Notices 

  • Maintain contract and lease databases, including notice requirements, renewal dates, and termination windows. 

  • Assist in preparing and distributing notices required under leases or other agreements. 

  • Ensure executed agreements are properly archived and accessible. 

Risk & Insurance Support 

  • Assist in collecting and maintaining insurance certificates, endorsements, and policies as well as OCIP/CCIP enrollment. 

  • Support compliance with subcontractor insurance requirements. 

  • Help prepare documentation for claims submissions and insurance renewals. 

Business Operations Support 

  • Assist with the preparation of information for prequalification packages, vendor questionnaires, and customer due diligence. 

  • Support preparation of RFP responses, project compliance materials, and corporate summaries. 

  • Conduct factual research as assigned. 

Administrative & General Support 

  • Maintain legal department calendars, tickler systems, and reminder systems for deadlines. 

  • Draft and proofread correspondence, memoranda, and basic agreements. 

  • Organize and maintain both paper and electronic filing systems for legal and corporate records. 

  • Provide general administrative support, including scheduling, meeting coordination, and handling confidential information. 

 

Minimum Qualifications:

  • Bachelor’s degree and law firm or corporate legal department experience strongly preferred. 

  • 3+ years of experience as a legal assistant, paralegal, or compliance coordinator (construction or manufacturing industry experience a plus). 

  • Strong knowledge of corporate governance, regulatory filings, and contract administration. 

  • Familiarity with OSHA recordkeeping, insurance documentation, and claims processes preferred. 

  • Excellent organizational skills and attention to detail with ability to manage competing priorities. 

  • Strong written and verbal communication skills. 

  • High proficiency in Microsoft Office Suite and document management systems; experience with contract or compliance software a plus. 

  • Ability to handle confidential information with discretion and professionalism. 

Salary Range: $75,000-$85,000

Location: NYC or Calverton, NY

Schedule: (Hybrid)

Benefits: 401(k) matching, AD&D insurance, Dental insurance, Family leave, Flexible schedule, Flexible spending account Gym membership, Health insurance, Health savings account, Life insurance, Paid time off, Parental leave, Professional development assistance, Vision insurance.

 

ADA Requirements: The position requires the ability to sit or stand for extended periods while using a computer, along with sufficient manual dexterity to operate computers, mobile devices, and related IT equipment. The role may occasionally involve lifting or moving equipment weighing up to 25 pounds, as well as bending, crawling, or climbing—such as accessing under desks or server racks. Candidates must possess the ability to concentrate, troubleshoot, and solve problems in a fast-paced environment, demonstrating strong verbal and written communication skills. The role also demands effective task prioritization, management of multiple simultaneous support requests, and a capacity to quickly learn and adapt to evolving technologies and tools.

 

Island Exterior Fabricators is an equal-opportunity employer. We offer a welcoming and inclusive environment. All applicants are considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.

 

Notice to Staffing Agencies

Island Exterior Fabricators and its subsidiaries will not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to Island, including unsolicited resumes sent to an Island mailing address, fax machine or email address, directly to Island employees, or to Island's resume database will be considered Island property. Island will NOT pay a fee for any placement resulting from the receipt of an unsolicited resume.