Legal Assistant

Our valued client is seeking a Legal Assistant in Tampa to support a group of attorneys within the practice group through the performance of complex secretarial, administrative, and substantive legal duties. The ideal candidate will have exceptional client service skills, outstanding organizational and communication skills, strong attention to detail, and the ability to prioritize numerous tasks in a fast-paced environment. Minimal "on-the-job-training" will be provided as the candidate we are seeking will not need it.

Job Description:

• Assist with miscellaneous projects assigned by practice group management and/or attorneys in the practice group.
• Maintain attorneys’ calendars, including planning and scheduling conferences and meetings; teleconferences; keeping abreast of changes in transaction document preparation requirements, etc. A Notary is preferred but not required.
• Serve as one of the primary staff members interfacing with clients by phone, e-mail, and for meetings. Initiate and organize client conferences and attorney meetings. Maintain a good working relationship with clients and vendors.
• Monitor and manage all aspects of complex commercial real estate and corporate transactions, including loan closings and supporting attorneys as needed.
• Manage transaction due diligence activities, including creating and monitoring due diligence checklists.
• Maintain large transaction files and assist with matter management.
• Assist in the preparation of real estate documents, exhibits, and schedules.
• Assist with closings, including creating closing statements, disbursement statements, signature pages, and final documents, and prepare closing binders.
• Analyze title documents, real property legal descriptions, and surveys; prepare survey summaries and lease abstracts; identify and recommend title endorsements and removal of or changes to title exceptions; coordinate with outside title companies and law firms regarding title insurance policy issues and satisfaction of closing conditions.
• Address post-closing matters and oversee the preparation of closing binders.
• Prepare and maintain deal checklists for assigned transactions.
• Organize corporate offering and buy/sell documents.
• Prepare and manage filings with the SEC and other agencies.
• Perform UCC financing statement and municipal searches and review and chart results of the same.
• Prepare and file UCC filings and review filings prepared by others. Maintain proficiency with title underwriting, closing, and UCCs via seminar attendance and monitoring of regulatory revisions/changes.
• Assist with specific client needs, e.g., document submission for recording, filing, or e-recording.
• Assist, as needed, with land use and zoning matters, including the preparation and filing of land use applications; interact directly with clients and local government officials in the zoning and permitting process; and attend community meetings during normal business hours, as requested.
• Meet position billing requirements and required deadlines.

Qualifications and Skills Required:

• Minimum of a high school diploma or GED is required. A four-year college degree and/or certificate in paralegal studies is preferred but not required. Significant prior experience may be substituted for a combination of the educational requirements.
• At least seven years of real estate and/or business legal assistant experience in a law firm or similar environment is required.
• Proficiency in word processing and advanced software functions, including expertise with MS Word, Outlook, Excel, and PowerPoint. Knowledgeable in the database capabilities of Access.
• In-depth knowledge of legal practices, terminology, transaction documents, and closing procedures.
• Flexible, solutions-oriented approach and the ability to work under pressure.
• Ability to interact effectively internally, as well as with clients, and to exercise discretion.
• Ability to accurately type a minimum of 65 words per minute.
• Institutional knowledge of the matter to add value to the delivery of legal services to the client.
• Experience with supporting a busy business transactions practice, including client reporting, closing document preparation, checklists, escrow reconciliations, and calendar management.

Performance Measures:

• The Legal Assistant will be evaluated by the attorneys in the practice group and the Office Manager based on, without limitation, the following performance criteria:

  • Ability to perform responsibilities as outlined above, both in terms of the quality and quantity of work.
  • Expertise with available software and technology tools, understanding of secretarial and office procedures, equipment, legal terminology, and attention to detail.
  • Dependability and cooperation with attorneys, clients, and other support staff.
  • Adherence to office policies and procedures, including regular and predictable attendance.
  • Professionalism and ability to communicate effectively and handle multiple priorities.

To Apply: If you are interested in being considered for an onsite interview with our client, we welcome you to submit your resume and application today. All inquiries will be held in the strictest of confidence. Our client is an Equal Opportunity Employer.