The Legal Department Assistant is responsible for carrying out administrative and support functions to the Company's Legal Department, together with such other tasks and matters necessary in support of the work of the Legal Department. This role will require physical presence in the office five days a week.
ESSENTIAL FUNCTIONS/TASKS:
- Provide administrative support (including but not limited to, word processing, drafting, copying, filing, telephone and mail services) and general organization of the Legal Department.
- Understand the functions of the Legal Department, as well as the structure and operation of the Company and its affiliates.
- Maintain database of all entity registrations (e.g., city, county, state and federal filings, including fictitious business names, and licensing), maintain entity minute books and filings, and other governmental compliance tasks assigned by the Company Secretary.
- Effectively communicate with regulatory agencies to obtain information and/or submit filings.
- Serve as a liaison with statutory representation services and reconcile, process, and monitor combined annual invoice for services.
- Update intercompany agreements, entity charts, tables, signature block information and litigation log.
- Draft basic real estate documents as well as general correspondence, default letters, demand letters, lease abstracts, and closing documents for acquisitions.
- Assist with all ancillary needs of the Legal Department.
ADDITIONAL JOB DUTIES
- Assist with many general Company related administrative tasks, including but not limited to handling incoming phone calls, sorting, and distributing mail, scheduling, and coordinating meetings, making travel arrangements, maintaining Legal Department calendar, paying invoices, processing expense reports, taking meeting notes when requested, and filing/recording all legal documents.
- Maintain and monitor all closing document books prepared in connection with acquisitions and dispositions of property.
- Assist with litigation file management, including monitoring and maintaining litigation case summary report on an ongoing basis.
- Maintains department files, spreadsheets, and task lists and comply with recordkeeping policies and compliance measures.
POSITION REQUIREMENTS
- 2 years of experience as a Legal Assistant or Administrative Assistant.
- Experience in all facets of commercial real estate transactions, including but not limited to leasing, property management, acquisitions, construction, development, and due diligence strongly preferred.
- A working understanding of corporate business entities, including necessary steps to register and maintain good standing of the same strongly preferred.
- Excellent writing and proof reading/editing skills.
- Proactive approach with the ability to anticipate the needs of the Legal Department.
- A commitment to excellence, pleasant professional demeanor, and a desire to learn.
- Ability to maintain punctual, regular, and predictable attendance.
- Ability to prioritize time-sensitive tasks and communicate status to the various members of the Legal Department.
- Ability to work collaboratively in a team environment with a spirit of cooperation.
- Display excellent communication skills including presentation, persuasion, and negotiation skills required in working with coworkers and including the ability to communicate effectively and remain calm and courteous under pressure.
- Actively listens and takes direction from the Legal Department.
- Requires a high level of strict confidentiality on many matters.
LICENCE OR CERTIFICATE REQUIRED:
- Valid driver's license preferred, but not required.
- Notary Public preferred (will be required after hire).
Education:
- A minimum of 2 years of college or 2 years in a legal administrative or commercial real estate assistant role.
TRAVEL REQUIREMENTS:
We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.