Legal Administrative/Executive Assistant

The Assistant provides high-level administrative support and serves as a right-hand to the attorneys in the management of the attorneys’ real estate practices. This role would be ideal for a resourceful self-starter who is interested in a challenge; who can maintain strict confidence; and who is adept at working both independently and collaboratively.  

RESPONSIBILITIES: 

·         Serve as the right-hand to each attorney in the administration of their real estate practices and the service of their clients; develop and maintain a deep understanding the practices and clients.

·         Manage flow of information to help organize, prioritize, and address requests from both internal and external clients through to completion. 

·         Take initiative to proactively assist attorneys with their practices and with administrative tasks, including calendaring, conflict checks, and communications.

·         Monitor and manage attorneys’ calendars and diaries for time-keeping purposes.

·         Draft, format, proofread, and edit legal documents, power point presentations, and excel spreadsheets; ensure accuracy of details. 

·         Assist with time entry and preparation of client bills, ensuring time is submitted timely and bills are sent to clients. 

·         Arrange and coordinate logistics and services for meetings, events, closings, etc.   

·         Handle travel arrangements for out-of-town meetings and conferences

·         Coordinate reimbursements, efficiently reconcile expenses and submit invoices.

·         Track business development activities, including calendaring of follow-up actions.

·         Develop positive and productive relationships with members of the firm and its vendors, allowing for the effective use of internal services to efficiently perform work. 

·         Transmit all correspondence and other legal documentation to the appropriate client/matter files and title files and the retrieval of the same.   

·         Arrange for service of process, hand-deliveries, and conference calls.  

·         Relay/interpret communications and/or work assignments between partners, associates, paralegals and other firm personnel.

·         Assume additional responsibilities as assigned. 

Job Requirements:

QUALIFICATIONS:

·         BA/BS degree preferred, but not required. 

·         10+ years of prior administrative, legal and/or executive assistant experience required. 

·         Expertise in Microsoft Word (styles), Microsoft Outlook, PowerPoint, and Excel.  Comprehensive understanding of PDF (Kofax, Adobe) functions. 

ESSENTIAL SKILLS:  

·         Willingness to develop a deep understanding the real estate practice and clients. 

·         Top-notch client service skills – for both internal and external clients.

·         Excellent attention to detail and organizational skills with the ability to timely and accurately follow instructions and maintain accurate records.

·         A high level of professionalism, organization, flexibility, thoughtfulness, initiative, and reliability to appropriately set priorities, and manage multiple responsibilities efficiently and effectively.   

·         Exceptional written and verbal communication skills.

·         A consistent “can do” approach, and the ability to remain cool and professional under pressure.

·         Ability to maintain strict confidentiality of client and Firm matters. 

·         Creative problem-solving skills and the ability to anticipate the next question or task.

·         Demonstrates the ability to communicate effectively with all levels of personnel within the Firm.

Ability to adjust work schedule to accommodate occasional overtime work.