Legal Support Specialist

Primary Purpose of Position:

Provide administrative support to the Legal Department.

Essential Functions:

Administrative:

• Standard administrative support functions: 
• Compose, edit and type letters, memoranda, and transmittals.
• Compile, organize, and accurately finalize documents for signature or other distribution.
• Maintain Legal Department filing systems; create and maintain department files, paper and electronic and adhere to document retention and destruction procedures, as outlined in the Records Management Policy. 
• Screen, handle, forward and place telephone calls for team members. Compose accurate and detailed messages.
• Schedule appointments and maintain calendars.
• Schedule conference rooms and arrange catering and all details for meetings; Update Angus with guests/visitors for all meetings.
• Arrange team travel including air, hotel, car rental and meeting attendance, as required.
• Organize and submit expense reports; input and approve eTime for self/team as requested. 
• Manage invoices, billing, expenses, credit card statements and employee reimbursements for department team.
• Sort, open, deliver or process incoming and outgoing mail, packages and internal correspondence.
• Arrange for courier or overnight services.
• Operate office equipment such copiers/scanners, fax machines, all conference room audio visual presentation equipment and telephones with voice mail capabilities.
• Submit requests/order supplies as needed.

Legal:

• Proficient in blacklining, track changes, and multiple document comparison using Word.
• Maintain Legal Department document management system in Microsoft Word.
• Maintain Legal Department address book/business card database in Outlook.
• Distribute and file outgoing and incoming correspondence as appropriate and keep other filing up to date.
• Prepare for processing and track payment of legal invoices from external counsel.
• Compile, organize, and finalize documents for signature and distribution including notarizing and witnessing said documents.
• Assist with due diligence matters (particularly with regard to acquisitions) including the compilation and organization of documentation.
• Maintain the Certificate of Insurance (MyCOI) database.
• Upload legal documents to our Lease Archive database.

Region/Building Specific Functions:

• Provide relief to the Receptionist(s) as part of the Administrative team.
• Special projects or assignments as requested by departmental staff.
• Perform other duties as assigned by the Regional General Counsel and/or the Office Manager.

Requirements and Qualifications:

• High school diploma or equivalent educational certificate required; a BA/BS Degree preferred.
• Minimum of 2-5 years of progressively responsible administrative support experience and special projects experience required.
• Related business/industry experience desirable.
• Excellent organizational skills with ability to set priorities, manage multiple projects, and meet project deadlines.
• Demonstrated ability to determine needs and achieve results without close supervision.
• Demonstrated ability to take initiative and lead projects.
• Ability to effectively interface with all departments of the company and to represent the company in a highly professional manner with all colleagues and outside partners.
• Ability to work under pressure and within time constraints.
• Superior verbal and written communication skills.
• Excellent analytical skills.
• Excellent attention to detail.
• Ability to work independently and also as part of a team. 
• Exhibit and champion excellence in work and willingness to embrace change.
• Flexibility with work schedule to include working overtime on a periodic basis.
• Proficiency with Microsoft Office Applications.

Physical Requirements:

• Involves work of a general office nature usually performed sitting such as operation of a computer and telephone.
• Involves work of a general office nature usually performed standing such as operation of a multi-function printer.
• Involves movement between departments to facilitate work.

Internal and External Contacts:

• This position regularly interfaces internally with all BXP employees and externally with outside counsel, contractors, city officials, architects, engineers, and investors.

Reporting Structure:

• This person reports to the SVP, Regional General Counsel, who provides supervision, guidance and evaluates work performance on a periodic basis.
• This position also supports and receives work from the Legal Department.

BXP is an Equal Opportunity Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, gender identity or expression, sexual orientation, religion, age, national origin, disability, marital status, protected veteran status, genetic information or any other legally protected characteristic.