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Carrot Peelers, Sales, Personality and Your Job Search
Law Firm
Legal Staff
Litigation - Foreclosure (Lender-side)
Real Estate
Min 7 yrs required
Legal Executive Assistant -- Real Estate The candidate under the general direction of assigned attorney(s) or other legal personnel and according to established Firm policies and procedures, is responsible for providing specialized administrative support and secretarial assistance to assigned attorneys/​legal personnel pertaining to all aspects of Real Estate.​ This is a transactional assignment involving multi-tasking complex document production with heavy administrative functions and client contact requiring a high degree of executive secretarial and technical skills.​ This position typically supports three or more attorneys or other legal personnel in a primary assignment and also provides back-up secretarial assistance to other attorneys/​legal personnel as requested.​ Maintains professionalism and strict confidentiality in all client and Firm matters. Generate, prepare, and organize documentation and forms requisite to the real estate practice area, such as leases, agreements, amendments, assignments, deeds, promissory notes, bills of sale, etc.​ Perform duties/​tasks associated with real estate transactional closings.​ Preparation of closing files, closing checklists, closing books, assembling exhibits, signature pages, etc.​ Create, edit, and compile large, complex, heavily formatted documents as well as prepare correspondence, memoranda, and other legal documents from draft or dictated text utilizing MS Word.​ Proofread all documents for accuracy and completeness.​ Compose correspondence when appropriate.​ Manage and maintain calendar (utilizing calendar software, if applicable) and assist in meeting deadlines.​ Schedule appointments and meetings, arrange for conference rooms, and communicate information to all respective parties.​ Answer the telephone, and screen and process incoming telephone calls.​ Record and transmit telephone messages.​ Set up conference calls.​ Input attorney/​legal personnel’s time utilizing the Firm’s time entry software on a daily basis.​ File mail in client/​case files, as necessary.​ Update attorney/​legal personnel’s contacts in InterAction, Outlook, or document contact lists. Open new client matters and request conflict of interest checks.​ Generate new files and maintain client, chron, and general files assuring that filing is kept current.​ Prepare files to be closed utilizing proper records storage procedures.​ Conduct periodic review of inactive files for possible storage of files.​ Maintain up-to-date listing of client/​matter names and numbers for each attorney/​legal personnel. Make travel arrangements, prepare itineraries, and compile documents for travel-related meetings.​ As directed, convert documents into .​pdf format.​ Maintain knowledge of Firm operating procedures, departments, and support areas.​ On a monthly basis, if applicable, prepare expense reports for each attorney/​legal personnel.​ Submit to accounting for processing.​ If applicable, prepare and process client billing utilizing Firm billing software.​ Review/​edit/​prepare and proofread prebills and invoices; assure client billing is sent out accurately and timely.
Qualification and Experience
The candidate must have High school diploma or equivalent and 7+ years progressive legal secretarial experience; or equivalent combination of education and experience.​ Prior experience in the Real Estate practice area of law desired.​ Computer proficient with experience and working knowledge of MS Word required.​ Ability to work with complex, heavily coded documents and produce documents from transcription.​ Working knowledge of Outlook, Excel, HotDocs, LegalKEY, Adobe Reader, and PowerPoint preferred.​ Keyboarding skills of 65 wpm preferred.​ Must have Excellent organizational skills including record keeping, data collection, and system information.​ Must have ability to compile and analyze data and furnish information in report format, written correspondence, e-mail, or verbally.​ Analytical and technical skills requiring an aptitude for detail, precision, and logic in order to perform essential administrative/​clerical functions and utilize Firm software.​Must have excellent knowledge of reading, writing, grammar, spelling, punctuation, proofreading, and formatting in order to organize and interpret source data, perform administrative functions, prepare relevant documentation, proofread material for grammatical, typographical, and spelling errors, and perform file maintenance.
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