Legal Administrative Assistant-Real Estate

New York, NY

Summary

The administrative assistant will assist attorneys in the Real Estate Department by performing a wide range of administrative, secretarial and document processing tasks.  Prior experience working in a commercial real estate department of a large law firm is highly desired.  Flexibility to work overtime as needed. 

Duties & Responsibilities

• Document production including creation and editing of various legal forms, correspondence and documents.
• Redline, proofread and process legal and administrative documents.
• Assist with preparation of closing books and distribution lists.
• Process time entry, open new matters, conflict checks, draft engagement letters, and open and distribute mail.
• Manage multiple phone lines, field calls and convey accurate and complete messages.
• Schedule appointments, make travel arrangements, maintain attorney calendars and process reimbursement expenses.
• Review and prepare billing invoices.
• Establish and maintain filing and records, in both hard copy and electronic formats. File information in a timely manner. Retrieve information from files as requested.
• Assists with overflow work and other projects as needed.
• Other administrative duties as assigned. 

Skills & Competencies

• Strong attention to detail, organizational skills and ability to manage time effectively.
• Must have excellent customer service skills, a positive attitude and the ability to multi-task.
• Must be a self-starter as well as a team player, and be able to work well under periodic pressure to meet tight deadlines.
• Excellent interpersonal skills, communication skills and the ability to collaborate well in a team.
• Computer proficiency in Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook, as well as document management and other office technologies.
• Strong ability to maintain high standards, use good judgment, and seek out ways to contribute and anticipate needs. 

Qualifications & Prior Experience

The ideal candidate will have five or more years of experience working as a legal secretary in a commercial real estate department.  Experience in a fast-paced, large law firm environment is highly desired.