Overview

Provide administrative support services for the Senior Vice President & General Counsel and the Legal department to facilitate smooth operations within The Durst Organization. This position will interact with a diverse group of internal and external clients at all levels of the organization. Sound judgment is required in order to plan, prioritize, and organize a diversified workload to ensure the delivery of high-value support and related services.

Responsibilities

• Manage attorneys’ calendars and notify managers/meeting organizers of scheduling conflicts as they arise
• Schedule and organize activities, i.e., meetings, conference calls, video conferences, travel and related logistics keeping in mind the location and required travel time associated with scheduled appointments
• Prioritize, organize, prepare and distribute internal/external documents, including memoranda, letters, reports and presentations, and ensure accuracy thereof
• Assist with all aspects of maintenance of the Letter of Credit files, including the Letter of Credit tracker
• Ensure accurate maintenance of paper and digital documents for efficient retrieval and disposition
• Obtain relevant information from other organizations or agencies, i.e., entity searches using appropriate state governmental agencies, NYS Unified Court searches to verifying active cases, and call appropriate courts to confirm current active cases
• Review documents, e.g., Purchase Orders, Work Orders, Project Authorizations, Corporate Resolutions, Non-Disclosure Agreements, and Bicycle Access Agreements for accuracy and compliance with standard operating procedures (SOPs)
• Process documents for signature and appropriately archive signed documents
• Field and prioritize incoming calls and correspondence
• Promptly open, sort and distribute mail to relevant parties
• Update status and tracking reports
• Assist with creating, updating and maintaining forms, trackers, and SOPs
• Assist with special projects as directed
• Maintain discretion in the handling of confidential information
• Carry out routine tasks with little supervision
• Act as liaison and communicate frequently with other departments
• Process invoices through E-Invoicing Processing Workflow
• Serve as a resource, advocate, and catalyst for sustainability at The Durst Organization. Apply the skills unique to your core job responsibilities for practical integration of sustainability into processes, standard operating procedures, and adopted business practices. Seek to empower our colleagues, consultants, tenants and residents to prioritize and actively engage in environmental stewardship.

Qualifications

• 5 years of administrative experience
• College degree or relevant office administration program certification preferred
• Notary required (and may be obtained during the first year of starting the position)
• Law firm and/or in-house experience preferred but not required
• Ability to interact effectively with diverse groups
• Ability to work independently and in team settings
• Possess high level of organization and attention to detail
• Sound judgment and decision-making skills
• Effective oral and written communication
• Maintains a professional demeanor
• Intermediate to advanced proficiency in Microsoft Office applications, such as Word, Excel, Outlook, PowerPoint

Salary Range: $65,000 - $75,000

EEOC