The Real Estate Practice Assistant will provide high-quality administrative support to Real Estate attorneys and clients.
The position requires a professional, highly motivated, intellectually curious, organized self-starter with the ability to anticipate needs and maintain attention to detail and a deep understanding of ongoing transactions.
While the Real Estate Practice Assistant will be assigned to support specific attorneys, he/she/they will also work in a team environment with other Practice Assistants and Legal Secretaries to effectively and efficiently meet Firm/client needs.
The position requires superior command of Firm software including MS Office Suite (Word, Excel and PowerPoint), Adobe and Nuance and the document management system.
RESPONSIBILITIES
Document Preparation:
Uses Firm software to prepare, revise, format and finalize a wide variety of documents including correspondence, memoranda, contracts, leases, conveyance and loan documents and other time-sensitive legal materials.A significant amount of time will be spent drafting and preparing electronic closing binders and indexes for a broad spectrum of sophisticated corporate real estate transactions.The Practice Assistant is responsible for proofreading and formatting transaction documents and evaluating compliance with the Firm's best practices.
Administrative Support:
Interacts on a daily basis with the Firm's internal departments to facilitate the highest possible standard of legal support to attorneys and clients, including Records and Ethics (processing conflict checks, generating new client/matter forms and managing engagement letters), Accounting (preparing check requests, managing expenses, processing third party and vendor invoices and monitoring client billing), Central Services (managing mail and other delivery services), and Reception and Conference Center/Catering (scheduling and arranging meetings and accommodations).Coordination of domestic and international travel arrangements in accordance with Firm's travel policy.Outlook calendar maintenance.
Closing Binder Preparation:
With significant Firm-provided training, uses Firm software to prepare, revise, format and finalize sets of documents (closing binders) following the closing of real estate transactions.Closing binders are comprised of a wide variety of documents relevant to closing a broad spectrum of sophisticated corporate real estate transactions, including conveyances, leases and loans.The Practice Assistant is responsible for evaluating final documents, including recorded documents and title insurance policies, for completeness and accuracy and for ensuring product compliance with Firm and department best practices.
The Practice Assistant who demonstrates strong performance in the preparation of closing binders will have future opportunities for advancement.
Client Service and Teamwork:
Upholds the Firm's client service standards, organizes and prioritizes workflow and balances individual and team efforts to accomplish Firm and client goals.Fosters professional, cooperative and supportive relationships with staff, attorneys, administrators and clients.Anticipates and attends to needs of clients and colleagues.Shares information responsibly and offers ideas and solutions in a team environment.
Professional Demeanor:
Exhibits consummate professionalism in adhering to Firm policies and client service standards.Utilizes discretion and diplomacy to uphold the legal field's exacting confidentiality requirements in the execution of complex administrative and substantive tasks.
File Maintenance:
Establishes and maintains organized electronic and paper files in compliance with Firm policies.
QUALIFICATIONS
Must have four-year college degree or requisite experience.
Must possess superior digital proficiency with a commitment to technological growth.
Must multitask and prioritize a demanding workflow in a deadline driven environment.
Must effectively communicate with others by obtaining and sharing information responsibly and in a clear, concise and timely manner.
Must exhibit personal accountability, attentiveness to detail and a disciplined and conscientious approach to completing assignments.
Must apply critical thinking and sound judgment to solve problems.
Must conduct oneself in a highly professional and reliable manner; must exhibit confidence, integrity and composure in all professional interactions.
Must engage cooperatively with others to achieve shared goals and objectives.
Must exhibit an excellent presence and demonstrate integrity and professionalism in implementing the Firm's client service standards.
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