Administrative Assistant - Legal & Grants

Company Overview We are a Hudson Oaks, Texas-based Internet Service Provider (ISP) delivering High Speed Internet and Voice Services throughout multiple states to residential, business, K-12 Education and government customers. We believe there is much more to an internet company than just delivering cost-effective internet solutions; we believe in delivering an overall customer experience that our competitors simply cannot match. Company Overview Nextlink Internet is a Hudson Oaks, Texas-based Internet Service Provider (ISP) delivering high-speed internet and voice services across 12 states to residential, business, K-12 education, and government customers. Nextlink is deploying over $400M of its own capital alongside federal, state, and local grant funding — including BEAD — to build fiber and fixed wireless networks in under- and unserved communities. Job Summary This role provides administrative and document-handling support to the Legal and Grants teams. The position is detail-oriented and document-driven: filling out grant and compliance forms, entering and tracking contract data, organizing files across SharePoint and other systems, and preparing reports. The right person is meticulous, comfortable with deadlines, and reads instructions carefully before acting. This is a hybrid role anchored at the Hudson Oaks, TX headquarters, with 2–3 days per week of remote work after an in-office onboarding period. Essential Functions Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions. Grant & Regulatory Submissions Complete and submit grant application forms, compliance filings, and portal submissions across federal, state, and local programs (including BEAD). Track submission deadlines, required attachments, and confirmation receipts; flag missing items before due dates. Maintain a centralized log of all submitted forms with version control and audit-ready documentation. Coordinate with the Grants team to assemble supporting materials (financial data, network maps, certifications) under tight timelines. Contract & Document Management Enter contract metadata (counterparty, effective date, term, renewal, obligations) into the contract management system. Organize and maintain electronic files across SharePoint, including executed contracts, schedules, amendments, NDAs, and supporting documents. Perform find-and-replace, formatting cleanup, and version comparison on Word and PDF documents as directed. Route documents for signature, track signature status, and file fully executed versions in the correct locations. Scan, OCR, rename, and properly tag incoming paper documents. Compliance Tracking & Report Preparation Assist in preparing daily, weekly, and monthly reports for the Legal and Grants teams, including status trackers and compliance dashboards. Monitor recurring compliance deadlines (state registrations, annual filings, regulatory reports) and surface upcoming due dates. Pull, format, and proof data from internal systems for inclusion in management reports. Perform departmental audits on file completeness, naming conventions, and data accuracy; correct errors as assigned. General Office Support Handle incoming and outgoing mail and packages for the Legal and Grants teams; route certified mail, registered agent notices, and time-sensitive items immediately. Greet visitors during in-office days and direct them to the appropriate staff member. Schedule and coordinate meetings, appointments, and occasional travel arrangements. Run company errands as needed on in-office days. Operate standard office equipment and perform other duties as assigned. Skills Exceptional attention to detail; catches typos, mismatched numbers, missing attachments, and inconsistent naming before others do. Strong written and verbal communication; professional tone in correspondence with internal and external parties, including government agencies. Proficient in Microsoft 365 (Outlook, Word, Excel, SharePoint, Teams) and comfortable learning new platforms (DocuSign, contract management, grant portals). Able to interpret written instructions and procedures and apply them accurately and consistently. Organized under deadline pressure; able to manage multiple concurrent submissions and prioritize across competing requests. Discreet with confidential information. Comfortable in a fast-moving environment and adapts easily to change. Education and Experience High school diploma or equivalent required; Associate's or Bachelor's degree preferred. 2+ years of experience in an administrative, paralegal, grants administration, or document-control role. Experience with contract administration, grant submissions, or regulatory filings strongly preferred. Telecom, broadband, or government-funded infrastructure experience a plus, but not required. Model Nextlink's company values and contribute to a team focused on detail, follow-through, and execution. Job Classification Administrative Non-Exempt Work Environment / Hazards Hybrid: Hudson Oaks, TX headquarters 1–3 days per week, with remaining days remote after onboarding. Standard office environment when on site; moderate noise level. Remote work requires a reliable internet connection and a dedicated, distraction-free workspace. Routine interaction with internal teams (Legal, Grants, Finance, Operations) and occasional contact with external parties (agencies, counterparties, vendors). Physical Demands Stationary position for extended periods while performing computer-based work. Repeating motions of the wrists, hands, and fingers. Visual acuity, speech and hearing, hand-eye coordination, and manual dexterity necessary to operate a computer keyboard and standard office equipment. Must be able to communicate via email and verbally via telephone and video conference. Working Hours / Days Full time, 40 hours per week, Monday through Friday. Hybrid schedule: 2–3 days on site at the Hudson Oaks, TX headquarters; remaining days remote. Occasional overtime as needed, particularly around grant deadlines and contract closings. Travel Requirements 0–5% Affirmative Action (AAP/EEO Statement) Nextlink is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against based on disability. Drug Free Workplace Nextlink intends to provide a safe work environment that will help protect the safety, health, and well-being of all employees. Therefore, we are committed to an alcohol and drug-free workplace. Job Type : Full-time Benefits: 401(k) Dental insurance Employee discount Health insurance Paid time off Vision insurance Ability to Relocate: Weatherford, TX 76087: Relocate before starting work (Required) Work Location: Hybrid remote in Weatherford, TX 76087 Affirmative Action (AAP/EEO Statement): Nextlink is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against based on disability. Drug Free Workplace: Nextlink intends to provide a safe work environment that will help protect the safety, health and well-being of all employees. Therefore, we are committed to an alcohol and drug-free workplace.