Job Description

Real Estate Group Legal Administrative Assistant - Portland, ME

Position Summary

This role supports members of the Real Estate Practice Group and assists with preparing and finalizing real estate transactions. This in-office position is based in our Portland, Maine office.

Responsibilities

Collect appropriate information/data related to opening new matter reports for incoming work. Coordinate preliminary conflict checks through our automated system to ensure attorney and firm ability to represent potential client. Proofread and edit documents for grammatical, typographical, and spelling errors. Finalize and distribute to clients, attorneys, and staff. Ensure deadlines are anticipated and met. Receive, screen, and route incoming telephone calls, conference calls, and messages to attorneys, clients, and staff promptly. Assist callers as appropriate in attorney's absence. Refer callers to other attorneys and respond to inquiries when appropriate. Contact tax collector/assessor offices for closings; use First American website to locate title policies, search Registry of Deeds website to find deeds/mortgages as needed. Prepare final versions of conveyance and loan documents. Prepare closing binders/work directly with clients to provide miscellaneous documents. File UCC statements. Process order invoices, prepare expense reimbursements requests, track CLE credits, etc. Sort, date stamp, and distribute incoming and outgoing mail promptly upon receipt several times a day. Open and review materials as directed. Compose routine correspondence for attorney signature. Coordinate conferences, meetings, and appointments for attorneys and clients including conference room scheduling, meals, beverages, preparation of materials, and greeting clients. Coordinate seminar registration and travel arrangements securing air, hotel, and car reservations for attorneys and clients. Maintain calendar of meetings and business trips, apprising attorney of responsibilities in advance of commitment. Set up, organize, and maintain firm files. Read and review materials to be filed, file documents properly, and retrieve documents and files when requested. Designate disposition of files to either form files, attorney files, or finish files as appropriate. Follow up on requests made by attorneys, paralegals, and clients. Perform other functions as requested or needed.

Knowledge, Skills, and Abilities Required

Bachelor's degree or equivalent professional work experience. Two+ years of administrative assistant experience preferred. Ability to demonstrate a high degree of professionalism and interpersonal skills, including maintaining positive contact with clients, attorneys, and co-workers. Demonstrated ability to be a team player. A can-do attitude. Strong problem-solving skills. Strong technical aptitude. Intermediate Microsoft Word skills required. Advanced Microsoft Word skills preferred. Proficiency with Microsoft Excel and PowerPoint, and databases. Excellent written and oral communication skills. Ability to pay close attention to detail to ensure the highest quality work product for the client. Strong multitasking skills. Ability to organize and prioritize numerous tasks and complete them under time constraints. Ability to proofread materials for contextual grammatical, typographical and spelling errors. Ability to work more than 37.5 hours when required to complete specific projects or tasks.

To apply, please submit your cover letter and resume to Maria Gaetani at mgaetani@pierceatwood.com.