Legal Assistant - Corporate/Commercial Real Estate

Summary:

Under general attorney/administrative supervision and according to established policies and procedures, the Corporate/ Commercial Real Estate Legal Assistant is responsible for a variety of secretarial functions to assist the corporate and commercial real estate legal departments. The Legal Assistant is to work independently, handle telephone calls, prepares and edits documents, is responsible for filing and file maintenance, and will maintain positive contact with clients, attorneys and other staff members. The duties and responsibilities of this position require the incumbent to maintain confidentiality of client and firm matters at all times.

Responsibilities:

• Conducts conflict-of-interest checks, opens new files, sets up new transaction file and/or corporate books, and maintains and monitors all client and general corporate files. Conducts periodic review for possible closing of inactive files; prepares files to be closed.
• Reads, sorts and dates incoming mail. Files all materials in a timely manner, including files, correspondence, and corporate books, minutes and summary sheets.
• Answers and directs telephone calls and records accurate messages.
• Ensures that outgoing mail is delivered timely. If necessary, routes mail to specific express delivery services and follows up on timely delivery.
• Prepares and edits documents drafted by attorneys. Utilizes legal formats and terminology when preparing documents, composing letters, memos, and various other correspondence for attorneys and paralegals. Creates, revises and prints documents . Proofreads all work.
• Obtains information for closing documents (e.g. pay-off amounts on mortgages and liens; taxes; insurance; other fees and charges). Prepares settlement statements and closing documents. Prepares for and assists attorneys with closings and post-closing details, and coordinates closing dates with banks and all parties involved. Also prepares closing document binders.
• Prepares title insurance reports, commitments and policies.
• Works with other corporate department support staff to prepare annual minutes. Generates a monthly annual minute list for the paralegals’ review, and circulates the revised annual minute list to attorneys monthly. Prepares and sends out monthly by-law letters to all corporate clients and types finalized annual minutes.
• Maintains the corporate client database. Ensures that client information is current in the database but also in all corporate books and files. Promptly enters all amendments received regarding changes in client addresses, corporate officers, shares of stock, etc. Generates and files updated corporate summary sheets.
• Alphabetizes annual reports and prepares annual report forms.
• Establishes and maintains respective attorney(s) calendars and deadline reminders through use of electronic calendar.
• Attends and participates in practice group meetings as requested.
• Maintains good public relations with clients; observes confidentiality of attorney-client relationship.
• Operates office equipment such as typewriter, computer, photocopier, transcription equipment, scanner/fax machine and postal equipment. May be required to learn to operate specialty software.
• Communicates potential problems to supervisor.
• Performs other tasks as requested. Other duties may also include transcription, document editing, etc. as needed

Education/Experience/Expectations:

• Must be detail-oriented with excellent analytical capabilities to ensure that all information and/or documents are accurate, complete and in order.
• Knowledge of legal principles, practices and terminology for real estate and corporate transactions at a level normally acquired through formal education and/or work experience.
• Ability to read and write in order to proof and perform minor editing (e.g., punctuation, grammar, spelling) of routine legal correspondence. Perform non-complex arithmetic calculations when verifying calculations on forms and documents.
• Possess good quality keyboarding skills and at least intermediate level knowledge/experience with Microsoft Office and document management applications. Ability to understand and utilize computer equipment and software in order to process documents.
• Ability to assemble files and to file information utilizing alphabetical, numerical and chronological filing guidelines.
• Ability to operate office equipment including telephone, scanner/fax, photocopier.
• Highly organized, with the ability to manage multiple tasks, establish priorities and meet all deadlines.
• Excellent keyboarding skills and at least intermediate level knowledge/experience with Microsoft Office, document management and time-keeping applications.
• Able and willing to attend professional organization events and seminars to keep abreast of new legal developments.
• Able and willing to travel to private and public buildings, locally and statewide, via private or public conveyance to assist attorney in attending to client needs on legal matters, if necessary.
• Able and willing to work, on occasion, different hours (8:00 to 5:00 is the standard) or more than 40 hours per week.
• Excellent oral and written communications skills to prepare the necessary documents and correspondence with minimal attorney supervision, and to communicate effectively with clients and others.
• Polished, professional interpersonal skills, with the ability to work well with others regardless of position, including staff, attorneys, clients, peers, vendors and court personnel.

Working Conditions:

• Normal office environment with little exposure to excessive noise, temperature and the like.
• Extensive sitting may be required.
• Extensive standing or walking may be required, depending on attorney requirements.
• Reaching above shoulder levels and occasional use of ladder or step stool is required in order to retrieve and replace objects from shelves.
• This position requires one to lift under 10 pounds on a consistent basis and occasionally up to 40 pounds.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.