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Legal Administrative Assistant

1 month ago

Dallas, United States Polsinelli Full time
Job Description

Our Dallas office has an immediate opening for a Legal Administrative Assistant in the Real Estate and Financial Services Department. Seeking an enthusiastic, customer service savvy, task master for a high-volume desk. Successful candidates for this position must possess 5+ years relevant experience in a law firm or professional services environment, with experience in a Real Estate practice/department preferred.

Duties and Responsibilities:

  • Support the business efforts of the practice group by handling multiple projects effectively; excellent communication skills and the ability to set priorities are essential
  • Ability to prepare materials used in executive presentations
  • Provide meeting and project preparatory material. Ensure material is complete, accurate, and professional
  • Utilize advanced level computer skills (Word, Excel, PowerPoint, among others) for document edits, redlining, and creating and updating lists and charts
  • Draft and edit documents accurately with great attention to detail. The ability to effectively proofread is a must
  • Draft loan documents, signature page packets, and compile original sets of loan documents in connection with the closing of commercial real estate loans
  • Prepare, upload, and deliver electronic copies and original loan documents in connection with the closing of commercial real estate loans
  • Coordinate new client matters; collect and organize information and create files
  • Assist attorney with client billing including time entry, drafting, and generating cover letters, working with Accounting department on invoices, and communicating with clients as needed
  • Process vendor invoices and manage attorney expense reimbursement
  • Ensure accurate record keeping of complex electronic and physical records
  • Manage timekeepers' calendars, including setting up meetings and calls/virtual meetings and ensuring balance and coordination of calendaring, minimizing time conflicts and maximizing efficiency.
  • Coordinate tracking of CLE for attorneys
  • Other work as needed


Other Skills and Software:

  • Microsoft programs (Word, Excel, Outlook, PowerPoint)
  • Proficiency with software or similar program as below:
    • Time entry (InTapp)
    • Document Management system (iManage)
    • Records Management system (iRM iManage Records Manager)
    • Expenses (Chrome River)
    • New Business Intake and Conflicts (InTapp)
    • Time management system (UltiPro)
    • Invoice Management (Paperless Proforma)
  • Other skills as needed


Polsinelli PC is an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to gender identity and expression, race, color, religion, sex, national origin, sexual orientation, age, disability, ancestry, marital status, military or veteran status, or any other characteristic protected by law.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)