Job Title: Legal Administrative Assistant - Real Estate
Job Responsibilities:
The Legal Administrative Assistant (LAA) for the Tax Credit & Finance team in the law firm plays a crucial role in supporting attorneys and maintaining the efficient operation of the legal team. The responsibilities include, but are not limited to:
- Legal Administrative Support (75%):
- Typing and modifying legal documents accurately within requested timeframes, prioritizing work, and meeting deadlines.
- Coordinating complex document preparation with Work Product Support Services.
- Preparing documents for e-filing and handling incoming and outgoing mail and faxes, ensuring all necessary attachments and enclosures are included.
- Maintaining paper and electronic files in compliance with current policies, working with Information Governance to create and maintain client files and indexes.
- Managing incoming calls, coordinating timekeeper calendars, expense reports, travel, and meeting arrangements.
- Scheduling meetings, arranging for conference rooms and meals, and maintaining contact databases.
- Communicating effectively with clients and anticipating the business needs of assigned attorneys.
- Client Billing Coordination (20%):
- Preparing daily time entries for attorneys and submitting them to Accounting.
- Preparing expense reimbursement/disbursement requests and coordinating client billing matters with Accounting, attorneys, and clients.
- Assisting attorneys with tracking and monitoring alternative fee arrangements and matter budgets.
- General and Administrative (5%):
- Demonstrating effective teamwork and providing assistance to other LAAs.
- Working cooperatively with other departments within the law firm.
- Performing other duties as assigned by the core practice group.
Education and Experience Information:
Required Education & Experience:
- High School diploma or equivalent.
- 3-4 years of LAA experience or equivalent.
- Strong computer skills, particularly with Microsoft Word and Outlook, and file document management tools such as FileSite or WorkSite.
Preferred Education & Experience:
- College or business school education.
- Prior experience in the assigned practice area(s).
- Strong computer skills and experience with law firms preferred.
- Familiarity with Smartsheet/Workshare/Litera/Cloud-Based Software, DocuSign, and real estate closing binder creation.
Competencies:
- Strong verbal and written communication skills.
- Self-motivated with excellent organizational skills and attention to detail.
- Professional demeanor with a customer service orientation, commitment to meeting deadlines, and ability to multitask in a dynamic environment.
- Independent thinking skills with problem-solving abilities and capability to offer constructive opinions and creative solutions.
- Team player who motivates and educates other team members.
- Regular and predictable attendance is essential.
Supervisory Responsibility:
This position has no supervisory responsibilities.
Travel:
No travel is expected for this position.
Work Environment & Physical Demands:
The job operates in a professional office environment using standard office equipment. It may require additional hours to complete work. Physical demands include sitting, using hands and fingers, occasionally standing, walking, and lifting up to 10 pounds regularly, and up to 25 pounds occasionally. Vision abilities required include close vision.
EEO Statement:
The law firm is an equal employment opportunity employer, encouraging qualified minority, female, veteran, disabled, and diverse candidates to apply. They offer a competitive compensation and benefits package and conduct criminal background checks on all individuals offered employment. Information gathered through applicant voluntary self-identification is used for statistical reporting and to measure the effectiveness of EEO outreach efforts. The firm will not discriminate against employees or applicants for discussing or disclosing pay information.
