Dykema Gossett PLLC, a leading national law firm, is recruiting for an experienced Administrative Assistant - Commercial Real Estate to join our dynamic team. The core duties and responsibilities of this position revolve around supporting others and delivering exceptional customer service. Under the supervision of the Office Administrator, the Administrative Assistant is responsible for providing legal administrative support to meet the daily needs of the attorneys and office location. Responsibilities include supporting attorneys in various legal practice areas, assisting with real estate processes and providing general administrative support. The desired candidate will have legal support experience in commercial real estate, with knowledge of real estate closings, titles, and an understanding of real estate processes and terminology. Experience working in litigation and other legal practice areas is a plus.
ESSENTIAL DUTIES AND RESPONSIBILITIES - Provides comprehensive administrative support to the assigned practice group.
- Exercises independent judgment in determining priority levels of all work assigned on a daily basis. Assures that high priority items are completed in a timely manner.
- Creates, types, modifies and saves correspondence, memoranda, notes and legal documents, whether from drafts, originals or dictation; copies and scans documents; creates/updates binders.
- Assists with new business intake processes and data entry tasks for high volume caseload; performs conflicts checks; saves client/attorney emails, correspondence and other legal documents in the firm's document management system.
- Reviews and routes incoming mail not marked personal and confidential, if requested. Prepares and processes outgoing mail, arranging for specialized mail or messenger services as required. Coordinates requests with Office Services, as needed.
- Files real estate documents and other legal documents. Maintains and organizes electronic and physical files, ensuring proper document management and confidentiality; closes files.
- Answers and screens telephone calls. Maintains attorney calendars, schedules appointments, coordinates travel, schedules and assembles materials for meetings.
- Enters attorney's time from logs, diary notes, correspondence for review utilizing time entry software as needed. Prepares and submits invoices and expense reports.
- Works closely with other administrative assistants and legal support professionals, provides coverage/assists with work overflow to ensure deadlines are met.
- Coordinates internal and external support services for attorneys including vendors, interpreters/translators and logistics, as requested.
- Performs other administrative duties as assigned.
Qualifications/Skills:
- High school diploma required; post high school degree or bachelor's degree preferred.
- Minimum three years of related work experience in a legal services environment; experience in supporting commercial real estate practices required; experience supporting litigation and other legal practice areas is a plus.
- Self-motivated, amiable and resourceful; ability to work successfully with individuals from diverse backgrounds at all levels of the firm and externally. Team player with a positive attitude.
- Acute time-management skills, keen attention to detail, superior organizational skills.
- Ability to exercise independent judgment, adapt to shifting priorities, multitask and take initiative.
- Excellent oral and written communication skills and a high degree of professionalism.
- Strong computer skills including a high level of proficiency in MS Word, Excel, PowerPoint, Outlook, etc. Typing speed of 55 WPM or greater; experience with business time management systems and expense entry systems is a plus.
WHY YOU SHOULD APPLY Dykema offers an excellent salary and benefit package, including transportation assistance. Dykema provides a professional, diverse, and collaborative workplace where all employees can thrive. Dykema has achieved, and continues to participate in, Mansfield Certification. Our work environment is business casual.
EEO STATEMENT It is the Firm's policy to provide employment opportunities to qualified applicants and employees on an equal basis without regard to the individual's age, race, color, gender, sexual orientation, gender identity or expression, religion, national origin, marital status, domestic partner relationship, physical characteristics, disability, or other protected characteristics under applicable federal, state or local laws or ordinances.
Dykema will make reasonable efforts to accommodate the known disabilities of employees who are otherwise qualified to perform the essential functions of the jobs involved.
It is the responsibility of every individual concerned with personnel actions, including management, supervision, recruiting, compensation, benefits, promotions, work assignments and training, to ensure that these activities are administered consistent with the Firm's goal of furthering the principle of equal employment opportunity.
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.