Executive Legal Assistant

Job Title: Executive Legal Assistant                                                                                                Status: Exempt

Reports To: EVP, General Counsel & Chief Investment Officer/Support to C-Suite/Chief People Officer

Summary: We are seeking a highly organized and efficient Executive Administrative Assistant who will also undertake paralegal duties to support our legal and property investment team. The ideal candidate will have exceptional administrative skills, be detail-oriented, and possess a strong understanding of legal processes and documentation. As the Executive Administrator, you will work closely with senior executives and the legal department to ensure smooth operations and provide crucial administrative and paralegal support. You will also support the Chief People Officer. This is a multi-reporting position.

Essential Duties and Responsibilities include the following. Other duties may be assigned as needed.

Executive Support:

Preparing legal files for personnel and employee relations investigations in compliance with HR best practices.

Manage calendars, schedule meetings, and arrange travel itineraries for senior executives.

Prepare and distribute correspondence, memos, and reports on behalf of executives.

Coordinate and organize executive meetings, including preparing agendas and taking minutes.

Prepare investment and financing memorandum for municipal presentations and distribution to financing sources.

Administrative Support:

• Maintain organized filing systems, both physical and digital, ensuring easy retrieval of documents.
• Handle incoming calls, emails, and inquiries, redirecting them as appropriate.
• Assist with special projects and initiatives as assigned by senior management.
• Act as a liaison between executives, departments, and external parties, ensuring clear and effective communication.

Paralegal Duties:

• Provide administrative support to the General Counsel and CIO (and investment team), including redlining documents, proofreading, and document creation.
• Work in Yardi Voyager and MRI Software to input lease information and monthly billing charges.
• Send monthly invoices to industrial tenants.
• Answer the phone call for the General Counsel and Chief Investment Officer, when needed, and take messages.
• Transcribe dictated or written correspondence, memos, reports, confidential information, etc., as directed by the General Counsel.
• Schedule in-house and external meetings and seminars, including occasional catering.
• Form limited liability companies, including applying for Certificates of Formation and Federal Tax Identification Numbers.
• Update and maintain corporate organizational charts.
• Prepare lease abstractions for the company’s commercial and industrial tenants.
• Assist in the coordination of loan closings, property acquisitions, and dispositions.
• Prepare check requests and handle legal invoices for payment.
• Create and manage legal division filing (electronic and hardcopy).
• Fax, scan, copy, and distribute documents.
• Assist in the preparation of marking books.
• Prepare overnight mailings.
• Ability to track, follow up, and complete multiple assignments simultaneously.
• Capacity to work independently and collaboratively.

Supervisory Responsibilities: No supervisory responsibilities

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Education and/or Experience

• College degree preferred, Legal Studies, or related field preferred.
• Proven experience as an Executive Administrator or similar role, with exposure to legal processes.
• Paralegal certification or equivalent experience is highly desirable.
• Strong proficiency in Microsoft Office Suite and legal software applications.
• Excellent communication and interpersonal skills.
• Ability to prioritize tasks and work efficiently in a fast-paced environment.
• High level of discretion and confidentiality.
• Attention to detail and accuracy in work.
• Ability to work independently and as part of a team.

• Skillful in understanding and following complex instructions, as well as professional correspondence and memos.
• Proficient in crafting professional-level correspondence.
• Able to communicate information effectively in one-on-one interactions with colleagues and other team members in a friendly and inclusive manner.
• Mathematical Skills
• Basic math skills - ability to add, subtract, multiply, divide.

Reasoning Ability

Ability to apply common sense understanding to conduct detailed but uninvolved written or oral instructions. Ability to manage conflict and communicate effectively in a clear and concise manner.

Physical Demands

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to move 15 pounds at times.
• Must be able to access and navigate each department at the organization’s facilities.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

About the Company

Our client is one of New Jersey's leading developers of residential and commercial real estate. We're led by a dynamic group of highly skilled executives and an extraordinary staff of professional team members, all of whom are fully committed to the thorough and effective completion and management of our development and building projects. 

Compensation:

$65,000-$70,000 per year