Real Estate Legal Administrative Assistant

JOB SUMMARY:

Under general supervision and according to established policies and procedures, the Real Estate Legal Assistant performs a variety of secretarial duties to assist attorneys to whom assigned.  In this position, you will maintain positive contact with clients and observe confidentiality of client matters.  You will also organize and maintain client files and other documents, as well as keep accurate time records.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Opens new case files, conducts conflict of interest checks; maintains all files, including periodic reviews and archiving older files.
• Establishes and maintains calendar and deadline reminder systems and meeting schedules; utilizes master calendar system, where applicable, assists attorney in organizing and managing multiple daily tasks. 
• Ensures that attorney time sheets and billable time entries are recorded in a timely manner; completes and proofs attorney billing, e-billing, and proformas invoices.
• Processes incoming mail, including reviewing, sorting, scanning, dating, and otherwise organizing and routing it to appropriate parties; Manages outgoing mail ensuring it will be received on time, routing to specified or expedited delivery service as required and confirms delivery.
• Maintains positive contact with clients, attorneys, and staff and observes confidentiality of attorney-client matters.
• Completes administrative phone and email screening and messaging; where appropriate greets visitors.
• Organize document management program, and assist attorney in preparing weekly reports for clients. 
• Projects high degree of professionalism and interpersonal skills. 
• Works closely with administrative support staff; performs additional responsibilities as assigned; works collaboratively with other staff, paralegals, and attorneys.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• A minimum of five years of Legal Assistant experience is required.
• Ability to proofread typed material for contextual, grammatical, typographical or spelling errors.
• Excellent attention to detail to ensure high quality work product and ability to execute tasks through to completion.
• Strong problem solving skills. 
• Excellent interpersonal skills and ability to communicate by phone and email, and provide information and “customer service” with ordinary courtesy and tact.
• Ability to multi-task and prioritize competing demands under pressure.
• Ability to work in a fast-paced environment with unpredictable deadlines. 
• Ability to learn quickly and adapt to changing computer applications.
• Demonstrated ability to be a team player.
• Strong technical skills and proficiency with Microsoft Office.
• Excellent organizational skills. 
• Excellent written and oral communication skills.
• Knowledge of law office policies and procedures and ability to work under minimal supervision.
• Proficiency with office equipment, including printers, copiers, faxes, transcription machines.

This job description is intended to be general and will evolve over time.  The description is subject to periodic updating.  At management’s discretion, the employee may be assigned different or additional duties from time to time. Work occasionally requires more than 35 hours per week to perform the essential duties of the position.

Rubin and Rudman is an equal opportunity employer. All applicants will be considered for employment without attention to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by applicable law.