Legal Administrative Assistant

Boston, MA 02199

Posted: 09/21/2018 Employment Type: Direct Hire Specialty: Office Services Job Number: 82108
A real estate agency in Boston, MA is looking for a Legal Administrative Assistant to join their team. In this role, you will providing administrative support to the Senior Vice President, General Counsel, Senior Corporate Counsel, Associate Corporate Counsel, and Paralegal. This company offers a great work/life balance including generous paid time off. If you're interested in this position, apply today!

Responsibilities for the Legal Administrative Assistant:
  • Transcribe, type, edit and proofread business correspondence and maintain calendars
  • Coordinate the scheduling of meetings, conference calls, corporate travel, visitor pre-clearance authorizations, etc.
  • Manage the department’ s mail and prepare and process check requests, expense reports and invoices
  • Assist with preparation of entity filings, prepare check requests for filing fees, track filing confirmations
  • Assist with the preparation and distribution of equity compensation plan documentation, payments and Section 83(b) tax elections etc. and administer Private REIT dividend payments
  • Serve as liaison with Board of Directors and their respective office staff and  Assist in Legal Department transactions
  • Participate in the preparation of materials for Board of Directors’ meetings
  • Ensure Board of Directors and Board Committee minutes are signed, scanned and archived
  • Track the department budget, plan for quarterly reforecasting and accruals, and assist in preparing future department budgets
  • Oversee the Records Management Program companywide
  • Organize and prepare materials for department meetings
  • Assist in preparation of “ form books” related to recurring legal projects
  • Copy and distribute business correspondence, memoranda and legal documents to include leases, amendments, letters of intent, etc. 
  • Work with electronic legal research service provider to keep the account current and provide training
  • Obtain and review monthly reports from compliance service provider and upload quarterly vendor information to maintain compliance
Requirements for the Legal Administrative Assistant:
  • Bachelor’ s degree preferred
  • Minimum of 4-6 years of progressively responsible administrative support experience 
  • Related business/industry (real estate/corporate law) experience preferred
  • Strong organizational skills with ability to set priorities, manage multiple projects and meet project deadlines
  • Ability to work independently and achieve results and as part of a team
  • Ability to effectively interface with all departments of the company and to represent the company in a highly professional manner
  • Strong oral and written communication skills
  • Demonstrated analytical skills
  • Flexibility with work schedule and ability to work beyond regular business hours
  • Adaptability to changing demands
  • Proficiency with Microsoft Office products to include Word, Excel, and PowerPoint 
  • Proficiency with Visio and Lotus Notes preferred
  • Proficiency in performing searches on the Internet 
  • Must be able to work in the U.S. without sponsorship

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