Executive/Legal Assistant

McWhinney is a privately held full service real estate development, investment and management company with a team of highly talented associates. We are passionate about creating great places for people and providing fabled experiences. We are "evergreen," which means that we constantly strive to prosper in all phases of the real estate cycle. At McWhinney, we attract and retain the best and brightest in the industry and are constantly building our team to achieve our goals.

Position Summary:

The Executive/Legal Assistant is a dual role that provides administrative support to the Legal Department and assigned Company executives.  This position reports to the Vice President of People Services.

Key Responsibilities:

• Provide executive assistant support to the Chief Legal Officer (CLO), assigned executives, and other in-house counsel.
• Plan, coordinate, and manage attorney and executive calendars to maximize use of time and independently schedule appointments. Understand the needs of the Legal Department and assigned executives to successfully prioritize, arrange meetings and handle matters quickly and efficiently.
• Act as the first point of contact for external phone calls, voicemails, and visitors, responding independently when possible and determining which should be handled by the executive.
• Manage, sort, and distribute mail.
• Communicate directly and on behalf of the executives with others as directed, ensuring effective and timely communication.
• Coordinate and schedule meetings and travel as directed.
• Track and submit attorney and executive expense reports monthly.
• Provide support for Legal Department team members and consultants in finalizing legal documents, assembling signature pages and other projects as assigned. Must have the ability to spot errors, issues and determine when a portion of the legal document is missing.
• Accurately review, proofread, and assist with any materials, including documents, reports, memos, briefings, presentations, forms and other items ensuring accuracy and completeness.
• Prepare documents and correspondence as directed, such as cover letters, contracts, invoices, and summaries.
• Take meeting notes for executives and document follow-up action items.
• Manage records in accordance with procedures.
• Assist with insurance and litigation claims tracking and related matters.
• Assist with obtaining and maintaining certificates of insurance.
• Assist with licensing matters as directed.
• Process, track and maintain the database for the company’s entity filings.
• Provide Contract Administration support to Legal Department including, but not limited to:
  • Upload contracts to Yardi and update workflow as needed.
  • Confirm proper legal entities and signature blocks are used on all contracts.
  • Work with company signatories to obtain signatures.
  • Assist business teams with the preparation of internal contract forms.
  • Assist with vendor COI tracking.

• 5-10 years of high-level administrative assistant or executive assistant experience; legal assistant work preferred.
• Experience in a corporate legal department is preferred.
• Experience managing legal documents and contracts.
• Familiarity with Legal Tracker/Serengeti preferred.
• Proficiency with Microsoft Office applications.
• Yardi experience is an asset.
• Strong technology skills and the ability to learn and adapt to new technology platforms.
• Obtain and maintain a notary license.
• Strong attention to detail.
• Ability to maintain strict confidentiality.
• Ability to operate efficiently and independently in a high-paced environment.
• Strong teamwork skills, commitment to professionalism, integrity, and the ability to work with a wide cross-section of internal clients.

Benefits:

McWhinney offers a competitive benefits package for full-time Associates including medical, dental, vision, life insurance, short-term disability, long-term disability, 401(k), and employee assistance plan. Additionally, we offer a generous paid time off plan that includes a week off between Christmas and New Year’s for corporate associates!

This job description is intended to provide a general overview of the position.  It is not designed to be a comprehensive nor detailed description of all the responsibilities and accountability of the role.  As an agile company, our positions can and do change based on the business need of the organization.

If you are a recruiter or placement agency, please do not submit resumes to any person or email address at McWhinney. McWhinney is not liable for and will not pay placement fees for candidates submitted by any agency other than its approved recruitment partners. McWhinney is not currently seeking any new recruitment partnerships. Furthermore, any resumes sent to us without an agreement in place will be considered your company’s gift to McWhinney and may be forwarded to our recruiters for their attention.

McWhinney is committed to the principle of equal employment opportunity for all associates. All employment decisions at McWhinney are based on business needs, job requirements and individual qualifications.  All applicants will be considered for employment without attention to age, race, color, sex, sexual orientation, gender identity, national origin, veteran or disability status.