Real Estate, Construction & Design Practice Assistant (Legal Assistant​/Secretary

Key Responsibilities

• Legal Document Preparation and Filing

  • Prepare template/shell pleadings; coordinate document production; revise, finalize, file and serve pleadings.
  • Revise and finalize commercial and real estate transactional documents.
  • Facilitate recording of real estate documents with county recorder’s offices.

• Word Processing

  • Keyboard correspondence and legal documents; apply track changes, formatting, styles; proofread, edit, label, redact.
  • Transcribe voicemail messages and attorney dictation.
  • Compare documents using document comparison software and produce redline comparison.

• Timekeeping and Billing

  • Enter, proofread, and close timekeepers’ entries in billing software.
  • Review, proofread, distribute, and track prebills and client invoices.
  • Manage complex prebills, incorporate edits, and mail out client invoices as needed; research and resolve billing issues.
  • Process expense reports and invoice disbursement requests.

• Client Service

  • Communicate with clients and outside counsel via phone and email.
  • Work with clients to obtain signatures on legal documents.
  • Coordinate client travel for meetings and hearings; manage holiday cards and gifts.

• Teamwork

  • Provide coverage for the practice assistant team during high workload or absences.
  • Delegate and coordinate projects with support departments.
  • Assist coworkers and timekeepers with technology or procedure questions.
  • Participate in team meetings.

• File and Document Management

  • Scan, copy, fax, print, and organize documents.
  • Request and review conflict reports; open new client/matter files in the electronic records system.
  • Maintain electronic and physical files; retrieve documents from the document management system and hard‑copy files.
  • Prepare and maintain notebooks; transmit voluminous electronic documents via secure file sharing website.

• Other Administrative Support

  • Maintain timekeepers’ calendars and monitor docketing deadlines.
  • Review documents and correspondence for deadlines and important information.
  • Maintain Outlook and Interaction contacts; distribute internal and external mail electronically or by hard copy.
  • Schedule meetings, coordinate reservations for conference rooms, and manage lunch bookings.
  • Track CLE credits and prepare compliance reports to state bar associations.
  • Submit business development or professional development expense requests for approval.
  • Answer phone calls and relay messages; arrange travel.
  • Update and maintain practice group page on the intranet; comply with firm policies, including confidentiality and insider‑trading rules.
  • Perform other duties as assigned.

• Maintain confidentiality of all privileged information.
• Prioritize daily responsibilities and adjust to changing priorities.
• Coordinate resources to meet deadlines.
• Perform multiple tasks in a fast‑paced environment while maintaining a calm, courteous, professional demeanor.
• Demonstrate strong organizational, grammatical, proofreading, and interpersonal skills.
• Show initiative, problem‑solving ability, and the ability to work independently as well as in a team.
• Maintain reliable attendance, strong oral and written communication skills, and proficiency in English.

• Accurately type 60+ words per minute.
• Proficiency in Microsoft Office suite.
• Experience with law firm software such as iManage, Adobe Acrobat, Emburse, Carpe Diem, Aderant billing and financial tools, Intapp, Rendezvous, Visio, AIA contract software, Westlaw Next, West Check, Box, Workshare Compare, Metadata Assistant, and Inter Action is preferred.

• Operate telephone, computer, photocopy equipment, and other office equipment.
• Read and comprehend handwritten and typed notes or instructions.
• Type for extended periods during a typical 7.5‑hour workday.
• Learn and effectively use firm style and software applications.
• Accurately proofread documents; record and deliver phone messages; carry files, binders, and pouches for short distances.

• High school diploma or GED equivalent.
• At least three years of experience providing legal administrative support in litigation, real estate, or construction defect.
• Certificate or college degree in administrative assistant, legal…