Support PDF,DOC,DOCX,TXT,XLS,WPD,HTM,HTML fils up to 5MB
Years of Experience
Legal Executive Assistant The candidate will maintain or create spreadsheets for tracking receipt of financial statements, partner votes, entity registrations, property management contracts, insurance certificates and other items. Proactively communicate with partners, attorneys, property managers, CPA vendors and the Board on follow up items. Review entity documents to verify ownership and signature authorities. Assist in gathering signatures for crucial, time sensitive documents. Must obtain State of Arizona Notary and be available for Executive and Board. Support in real estate transactions to include: refinancing, property sales, and acquisitions. With input from the Executive, gather application or contract information, setup transaction files, work with Title Company to navigate the release of exception items, and obtain payoff letters from lender(s). Create tracking reports for each transaction and assist with follow up on estoppels and/or SNDA. With input from the Executive, assist with basic commercial lease, lease extension, lease termination and commission agreement documents. Schedule and prepare meeting agendas, with input from team. Deliver agenda and provide deliverable materials in advance of meetings. Prepare meeting minutes for approval by the Executive and Board. Schedule webinars and conference calls as needed for Executive. Maintain document files in an organized and consistent manner. Assure that all documents are scanned for electronic file storage. Ability to use PDF editor software to assist with document storage. Assist the Executive in searching electronic files for documents, conduct necessary research and draft email or letters used in communications with legal counsel, property managers, attorneys and investors. Works with Executive and other staff in the creation and maintenance of reports. Filing of new entities, renewals and entity maintenance with various governing jurisdictions. Assist Executive with preparation of materials and scheduling of group calls for community Boards and Counsel meetings. Arrange travel accommodations for Executive and Board, as needed. Keep projects on schedule by communicating with executive, owners, attorneys, and other strategic partners/investors. Work with computer vendors to assure proper system function and security of network. Maintain emergency backup procedures and assure they are in place and operational at all times. Requires strong Internet research and mapping skills. Manage phone system for department. Routinely re-order department supplies. Other assignments as requested by ownership and/or the Executive. Should have 5+ years of comparable Executive Assistant, Legal Assistant and/or Paralegal experience. Commercial real estate background strongly preferred. Must be proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms. Closing Date: 2018-03-12.
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