Legal Executive Assistant

The firm provides a wide array of legal services to businesses, individuals, and institutions. They specialize in corporate law, litigation, intellectual property, labor and employment law, real estate, and estate planning. Their team of seasoned attorneys collaborates closely with clients to grasp their specific needs and goals, offering customized legal solutions with a focus on excellence and integrity. Whether representing large corporations or individuals, the firm is committed to providing effective legal representation and achieving favorable outcomes for their clients.

Job Details:

We are seeking a dynamic and detail-oriented Legal Executive Assistant to join our fast-paced legal firm. The ideal candidate will have a minimum of 2+ years of experience in the legal industry and will be responsible for providing comprehensive support to senior partners, including organizing and maintaining client files, conducting legal research, and managing internal and external correspondences. This is a permanent position that requires a high level of confidentiality, professionalism, and proficiency in various software applications such as Excel, Word, and PowerPoint.

Responsibilities:

• Incorporate and organize corporations and limited liability companies, including the preparation of all ancillary documents.
• Prepare assumed name certificates, Excel reports, Word charts, PowerPoint presentations, and other documents as required.
• Arrange for couriers and overnight deliveries; open and distribute incoming mail.
• Prepare Annual Reports and Annual Board and Shareholder Minutes; maintain and update Corporate minute books and stock ledgers.
• Proactively track and manage client receivables.
• Maintain client files by opening/closing all main files and sub-files, filing, tabbing, and indexing; prepare drafts of engagement letters.
• Assist clients as requested by attorneys.
• Prepare closing binders, ancillary closing documents, and closing checklists.
• Conduct internet research.
• Support senior partners with detailed calendaring, project management, meetings, and communications.
• Draft, transcribe, revise correspondence/agreements utilizing specific advanced document formatting skills.
• Prepare electronic submissions of conflicts checks and new business intake forms.
• Manage and coordinate internal and external correspondence via phone and email.
• Conduct legal research and ensure legal compliance.

Qualifications:

• A minimum of 2+ years of experience in a similar role within the legal industry.
• Excellent proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Strong knowledge of legal research and legal compliance.
• Exceptional organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Proven ability to manage multiple tasks simultaneously and meet deadlines.
• Strong interpersonal skills and the ability to work effectively in a team environment.
• Familiarity with preparing and organizing documents related to corporations and limited liability companies.
• Experience with managing client files, preparing engagement letters, and tracking client receivables.
• Proven ability to support senior partners with calendaring, project management, and communications.
• Experience with drafting, transcribing, and revising correspondence/agreements.
• Familiarity with preparing electronic submissions of conflicts checks and new business intake forms.