Executive Administrative Assistant

Executive Administrative Assistant

We are seeking an experienced Executive Administrative Assistant to provide comprehensive support to our legal team.

This position is a great opportunity for a skilled administrative professional with a strong legal background to join a dynamic in-house law team. If you thrive in a challenging legal environment and excel at supporting high-caliber legal professionals, we encourage you to apply.

Legal & Administrative Support:

• Provide dedicated administrative support to transactional attorneys, ensuring smooth day-to-day operations in a fast-paced legal environment.
• Manage calendars, schedule appointments, and coordinate meetings - paying special attention to critical contract deadlines and filing dates.

Document Preparation & Management:

• Draft, review, and edit a variety of legal documents including contracts, agreements, memos, and correspondence.
• Organize, maintain, and update legal files, databases, and electronic document management systems.
• Manage the intake and setup process for new transactions, including organizing due diligence files and setting up secure project folders.

Coordination & Communication:

• Act as a liaison between attorneys, clients, vendors, and regulatory agencies; coordinate logistics for meetings, depositions, and closings.
• Handle incoming phone calls, emails, and legal correspondence, ensuring timely responses and follow-ups.
• Assist in preparing and distributing meeting agendas and taking detailed minutes during legal meetings and client consultations.

Legal Research & Compliance:

• Conduct preliminary legal research and compile summaries for internal review and client presentations.
• Review agreements and documentation to verify accurate entity details and signatory information, supporting compliance with legal standards.
• Assist with the preparation of application packages for filings with City/County/agency bodies.

Operational Excellence:

• Maintain project trackers and checklists to monitor progress, ensuring all transactional deadlines and compliance requirements are met.
• Handle sensitive and confidential information with utmost discretion.
• Collaborate with the firm's Accounts Payable department to coordinate the processing of legal fees and related expenditures.

REQUIREMENTS:

Experience:

• 2-8 years of experience in a legal administrative role, ideally within a transactional law firm or corporate legal department.

Education & Certifications:

• Bachelor's degree in Legal Studies, Business Administration, or a related field preferred.
• Legal Assistant or Paralegal Certification is highly desirable.

Skills:

• Exceptional written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with legal document management software.
• Strong organizational skills with a keen eye for detail.
• Ability to prioritize tasks, manage multiple deadlines, and adapt to changing priorities.
• Proven ability to work independently as well as part of a collaborative team environment