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Organization TypeLaw Firm
Years of Experience
Date Last Verified
Corporate Law Assistant & Paralegal Duties: Working under the supervision of an attorney handling the formation of entities, corporate filings, assembling records for attorneyâ€™s review, assembling and maintaining corporate minute book, attorney support (including entering time for attorneys, general administrative tasks, word processing, and scheduling meetings), processing and distributing invoices. Assistant to Corporate and Real Estate Departments: Assists Corporate and real estate practice area attorneys with client work and work collaboratively with support staff with a variety of assignments and projects. Drafts and proofreads and assists with filings, agreements and letters for sense, grammar, consistency, cross-references, definitions, formatting, facts and typos. Maintains closing files, assists with transaction closings and compiles closing sets. Calendaring events, scheduling meetings, word processing; Basic IT and MS Word Knowledge (including converting documents to word, redlining drafts). Maintain Client Books: Update client Books with minutes of meetings, consents, etc.; also, when transactions close, update the clientâ€™s minute book. Scan and organize minutes and other actions onto firmâ€™s secure website. Remind attorneys and other team members about upcoming and prior meetings (for record keeping purposes); managing transactions. Oversee all aspects of monthly client billing, attend to billing problems, resolve issues with accounting and attorneys, log costs deposits, maintain ledgers of all special billing arrangements, deferrals, discounts, etc.; inputting attorney timesheets into Webview; reviewing monthly pro formas for multiple attorneys, making changes, suggestions, and sending out final invoices; addressing any client concerns re billing; attend to wire transfers. In charge of all file openings for new clients and new matters for corporate and real estate clients, including preparation of file opening forms. Discussions with billing partners re special billing arrangements; Preparation of engagement letters; conflict checks and preparation of conflict waiver letters. In charge of all file closings and request to transfer files, including working with Records Department to organize and inventory all files, binders and CDs to be transferred; box and Fed Ex; securing authorization form from client; checking with accounting regarding balance due; and preparation of disengagement letter with final invoice to client. Assist with phone calls, scanning projects, copy projects, respond to multiple interoffice email requests. Collaborate with a variety of team within the organization, including labor, securities, debt finance, and intellectual property. Drafting documents (including executive summaries, directives and company compliance policies, written consents and other corporate resolutions). State and federal filings for securities matters and real estate transactions. Drafts UCC financing statements and subsequent amendments, assignments, or terminations with appropriate state and local agencies. Indexing and organizing closing binders for closed financings; meeting with clients; preparation of engagement letters, conflict letters; audit opinion letters; location of historical documents and current documents; maintain office Inventory Lists â€“ CD, Closing Binders and Physical Files.
Qualification and Experience
Requirements: BA/BS degree and Paralegal Certification highly preferred. 5 years law firm experience as a paralegal or legal secretary, specifically corporate or real estate transactions experience. Strong desire to work in a team environment without supervision. High level of professionalism and interpersonal skills so as to be able to work well with employees at all levels within the organization and maintain all information in the strictest of confidence. Reliable and cooperative manner. Ability to handle multiple tasks and to remain calm under pressure. Ability to perform repetitive tasks and remain seated for long periods of time. Read, write and communicate fluent English; ability to compose documents in the appropriate business style using correct grammar and spelling; ability to communicate clearly using proper grammar and diction over the telephone. Attention to detail, ability to balance multiple projects and strong time management skills. Reason and apply common-sense understanding to situations encountered. Ability to process routine daily functions while being able to resolve sensitive issues and complex assignments utilizing above average critical thinking skills. Proficiency with Microsoft Office Programs (Word, Excel and PowerPoint).
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