Corporate Legal Executive Assistant

DUTIES AND RESPONSIBILITIES:

• Working knowledge of commercial real estate transactions, documents, and contracts from beginning to post-closing
• Manage and maintain calendar and assist in meeting deadlines including, scheduling appointments and meetings, schedule court reporters for depositions, arrange for conference rooms, and communicate information to all respective parties. 
• Filter and prioritize client visits or phone calls, manage the schedules of busy executives and communicate on behalf of the executive they support.
• Effectively communicate and manage directives to third parties, including outside counsel
• Experience with corporate and governance-related matters, including corporate resolutions, directors, and officer’s questionnaires
• Ability to communicate effectively with senior-level executives and board members
• Experience preparing various contracts, including managing, and preparing contract schedules and/or exhibits, estoppel certificates, and drafting and negotiating non-disclosure agreements
• Experience with managing, organizing, and coordinating post-closing documents
• Responsible for overall corporate and transactional document management, storage, and retrieval
• Experience with organizational structure charts
• Responsible for entity management, including forming limited liability companies and other entities, experience with annual reports, obtaining, preparing, and/or filing various documents, certificates, amendments, and forms with the Secretary of State, Department of Corporations
• Responsible for maintaining applicable insurance policies including renewals (Workers Compensation, EPLI, etc.)
• Experience with title-related matters, including title policies, searches, and commitments
• Generate, prepare, and organize documentation and forms requisite to the litigation practice area, such as briefs, subpoenas, motions, notices, orders, interrogatories, tables of authority, extensions of time, etc. 
• Maintain knowledge of electronic court filing procedures. Ensure all pertinent dates are tracked on in-house counsel’s calendar.
• Date stamp incoming mail, pleadings, deposition notices, etc. ensuring documentation with deadlines are docketed and calendared. 
• Assist with trial preparation, depositions, and other litigation-related responsibilities. 
• 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 Office.  
• Proofread all documents for accuracy and completeness. 
• Generate new files and maintain general files assuring that filing is kept current. 
• Prepare files to be closed utilizing proper records storage procedures including conducting periodic review of files. 
• Review/edit/prepare and proofread prebills and invoices; assure client billing is sent out accurately and timely.
• Understand and administer guidance regarding mandated jobsite postings 
• Performs other related duties as assigned

QUALIFICATIONS:

• Legal research knowledge and the ability to use the law library are required
• Experience with Diligent Boards platforms is a huge plus
• Excellent organizational skills including record keeping, data collection, and system information
• Ability to compile and analyze data and furnish concise, detailed information in report format, written correspondence, email, or verbally
• Applicable knowledge and experience in title and survey review/analysis
• Understanding legal language and principles, research methods, and other related matters
• Ability to coordinate multiple workflows and simultaneous deliverables
• Excellent interpersonal and customer service skills
• Ability to multi-task and prioritize in a fast-paced business environment
• Excellent time management skills with a proven ability to meet deadlines
• Strong analytical and problem-solving skills
• Ability to function well in a high-paced and at times stressful environment
• Ability to maintain confidentiality, and to exercise discretion and good judgment
• A strong sense of professionalism
• Excellent verbal and written communication skills
• Prompt and regular attendance
• Maintain a positive attitude

EDUCATION, EXPERIENCE, KNOWLEDGE

• Bachelor’s Degree preferred.
• Minimum of five years of progressive work-related experience preferred, 
• Work experience in the real estate transactional area preferably in a law firm environment
• Five (5) years of equivalent combination of education and experience is acceptable,
• Computer proficient with experience with Microsoft Office Suite and related software, Adobe, SharePoint, and DocuSign
• Working knowledge of real estate-related databases, internet research

PHYSICAL REQUIREMENTS:

• Standing and sitting throughout shift with occasional bending and lifting
• Occasional lifting of 10-15 pounds with assistance if necessary