Legal Administrative Assistant

Job Title:

Legal Administrative Assistant

Job Description

This role provides timely and effective administrative assistance to attorneys and paralegals within a Law and Corporate Affairs department, with a primary focus on supporting a real estate legal team. The Legal Administrative Assistant works closely with multiple attorneys and paralegals to manage calendars, coordinate travel and meetings, support matter management and billing processes, and ensure the smooth flow of legal documentation and reporting.

Responsibilities

+ Provide comprehensive administrative support to the real estate legal team, including attorneys and paralegals, within the broader Law and Corporate Affairs organization.

+ Manage complex calendars for multiple attorneys, including scheduling meetings, resolving conflicts, and coordinating with internal and external stakeholders.

+ Coordinate and book travel arrangements, including transportation, lodging, and related approvals, and process associated travel expenses.

+ Reserve and prepare conference rooms as needed for meetings, presentations, and team gatherings.

+ Assist with the preparation and formatting of documents and presentations, including PowerPoint decks and other legal or business materials.

+ Support document comparison and basic document management tasks to help the team review and track changes in legal documents.

+ Assist with matter management by partnering with outside counsel, including assigning matters, tracking status, and supporting general billing activities.

+ Coordinate and process legal billing activities, including reviewing invoices, tracking spend, and supporting internal reporting requirements.

+ Perform data entry and maintain accurate data management systems related to legal matters, real estate assets, and other team activities.

+ Generate and support monthly or quarterly reports, including collecting data, updating templates, and distributing reports to relevant stakeholders.

+ Partner with internal teams, including other administrative professionals, to ensure consistent and efficient handling of legal matters.

+ Serve as a point of contact for questions and queries related to calendar management, meeting logistics, and administrative processes.

+ Collaborate closely with a senior administrative assistant while focusing on direct support for assigned attorneys and paralegals.

+ Support 2-3 lawyers with day-to-day administrative needs, ensuring timely completion of tasks and proactive issue resolution.

+ Maintain confidentiality of sensitive legal and business information and follow established legal and corporate procedures.

+ Contribute to a highly interactive team environment by communicating effectively, sharing information, and supporting team-wide initiatives.

Essential Skills

+ 1-3 years of relevant experience in legal administrative support or a closely related administrative role.

+ At least 1 year of experience specifically as a legal administrative assistant or legal practice assistant (LPA) in a prior position.

+ Experience in legal administration in any setting, such as in-house legal departments, law firms, or government legal offices.

+ Proven ability to manage calendars for multiple stakeholders, including scheduling, rescheduling, and prioritizing meetings.

+ Familiarity with legal terms and processes sufficient to support attorneys and paralegals in their daily work.

+ Strong attention to detail when handling documents, data, and scheduling tasks.

+ Proficiency with Microsoft Office applications, including Outlook, Word, PowerPoint, and Excel.

+ Ability to perform accurate data entry and maintain organized records and tracking systems.

+ Demonstrated ability to be self-sufficient, take initiative, and work with minimal supervision.

+ Strong organizational and time management skills, with the ability to handle multiple tasks and deadlines.

+ Effective communication skills for interacting with attorneys, paralegals, administrative colleagues, and external partners.

+ Comfort working in a highly interactive team environment and partnering with other administrative staff.

Additional

Skills & Qualifications

+ Experience supporting real estate legal matters, such as leases, property transactions, or real estate portfolios, is beneficial but not required.

+ Experience partnering with outside counsel and supporting matter assignment and billing processes.

+ Familiarity with Smartsheet or similar collaborative tools for tracking tasks, projects, or legal matters.

+ Experience using Excel for basic data management, tracking, and reporting.

+ Previous experience in a corporate legal department supporting multiple attorneys and paralegals.

+ Ability to produce clear, well-formatted documents and presentations for internal and external audiences.

+ Comfort working closely with a senior administrative assistant while independently managing assigned responsibilities.

+ Ability to adapt to changing priorities and support a geographically distributed legal team.

Work Environment

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