Real Estate Legal Administrative Assistant

Rubin Rudman is seeking a Legal Administrative Assistant to support attorneys in the Real Estate Department. The Legal Administrative Assistant will perform a variety of tasks including opening, organizing, and maintaining client files. The Legal Administrative Assistant will maintain positive contact with attorneys, staff, and clients while observing confidentiality of client and firm matters. 

Responsibilities:

• Opens new client matters, conduct conflict checks; maintain all files, including periodic reviews and archiving older files.
• Establish and maintain calendar and deadline reminder systems and meeting schedules; utilize calendar system, where applicable, assist attorney in organizing and managing multiple daily tasks. 
• Ensure that attorney time sheets and billable time entries are recorded in a timely manner; complete and proof attorney billing, e-billing, and proformas invoices.
• Process incoming mail, including reviewing, sorting, scanning, dating, and otherwise organizing and routing it to appropriate parties; Manage outgoing mail ensuring it will be received on time, routing to specified or expedited delivery service as required and confirm delivery.
• Maintain positive contact with clients, attorneys, and staff and observe confidentiality of attorney-client matters.
• Work closely with administrative support staff; perform additional responsibilities as assigned; work collaboratively with other staff, paralegals, and attorneys.

Knowledge, Skills, and Abilities: 

• A minimum of three years of Legal Administrative Assistant experience is required.
• Ability to proofread typed material for contextual, grammatical, typographical or spelling errors.
• Excellent attention to detail to ensure high quality work product and ability to execute tasks through to completion.
• Strong problem solving skills. 
• Excellent interpersonal skills and ability to communicate by phone and email, and provide information and “customer service” with ordinary courtesy and tact.
• Ability to multi task and prioritize competing demands under pressure.
• Ability to work in a fast-paced environment with unpredictable deadlines. 
• Ability to learn quickly and adapt to changing computer applications.
• Demonstrated ability to be a team player.
• Strong technical skills and proficiency with Microsoft Office.
• Excellent organizational skills. 
• Excellent written and oral communication skills.
• Knowledge of law office policies and procedures and ability to work under minimal supervision.
• Proficiency with office equipment, including printers, copiers, faxes, transcription machines.

The firm’s expected salary range for this position is 75,000 - 105,000. Actual salary will be determined based on education, experience, internal equity and other job-related factors, consistent with applicable law. 

This job description is intended to be general and will evolve over time. The description is subject to periodic updating. At management’s discretion, the employee may be assigned different or additional duties from time to time. Work occasionally requires more than 35 hours per week to perform the essential duties of the position.

Qualified applicants must be able to complete essential duties and responsibilities with or without reasonable accommodation(s).

Rubin and Rudman is an equal opportunity employer. All applicants will be considered for employment without attention to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by applicable law.