Legal Administrative Assistant

Goldrich Kest ("GK") is a diversified real estate development and management group of companies and partnerships. Its focus is to expand its portfolio of proven and well-located properties including multi-family, industrial, retail, commercial and congregate care through acquisition and development while providing stable cash flow to its partners and outside investors.

Position Information:

• Pay Range: $38/hr - $43/hr (DOE)
• Work Schedule: Monday - Friday, 9:00am - 6:00pm
  • (Hybrid: Tue/Wed/Thur in Office & Mon/Fri Remote)
• Non-Exempt

Our corporate Legal Department is seeking a meticulous and proactive Legal Administrative Assistant to provide essential support to our in-house legal team. This role will involve managing various administrative tasks related to transactional matters, including contract administration, document management, and coordination of Legal Department matters, as well as assistance tracking our litigation matters with outside law firms. The ideal candidate will be detail-oriented, highly organized, and possess a strong understanding of corporate law department tasks.

Essential Functions:

This job description should not be interpreted as all-inclusive. It is intended to identify the essential functions and requirements of this position. The incumbent may be requested to perform job-related responsibilities and tasks other than those stated in this job description.

• Contract Administration:
  • Assist in the drafting, review, and revision of legal correspondence, notices, corporate contracts, agreements, and other transactional documents, especially editing, formatting, and finishing legal documents in MS Word.
  • Prepare and maintain contract templates and company protocol tip sheets, and ensure they comply with corporate policies and legal standards.
  • Track contract deadlines, renewals, and obligations, ensuring timely execution and compliance.
• Document Management:
  • Organize and manage both electronic and physical files for transactional matters, including contracts, correspondence, and other relevant documents.
  • Coordinate document execution and notarization processes as needed.
  • Conduct routine audits of document management systems to ensure accuracy and completeness, including maintaining the Law Department’s task management software.

• Administrative Support:
  • Schedule and coordinate meetings, calls, and presentations for the legal team, including preparing agendas and meeting materials.
  • Handle internal and external communications related to transactional and litigation matters, including liaising with stakeholders, lawyers, consultants, and vendors.
  • Assist in the preparation and processing of internal reports, expense reports, and invoices related to legal transactions.
  • Co-manage General Counsel’s calendar.

• Transactional Coordination:
  • Support the legal team in managing various stages of corporate transactions, including due diligence, closing, and post-transaction activities.
  • Assist with governmental filings, corporate governance matters, and compliance documentation.
  • Conduct preliminary research and due diligence as required for transactions and corporate maintenance.

• Compliance and Record Keeping:
  • Ensure adherence to corporate policies and legal requirements in all documentation and administrative processes.
  • Maintain accurate and up-to-date records of all transactional activities, ensuring proper documentation for audits and reviews.

• Office and Team Support:
  • Relay to Office Services the office supplies and equipment needs of the Legal Department.
  • Perform other duties as assigned.

• Required Knowledge, Skills, and Abilities:
  • Proficiency in Microsoft Office Suite: high proficiency with Word and Outlook; basic proficiency with Excel and PowerPoint; high proficiency with Windows legal document management systems.
  • Ability to learn and maintain Legal Department workflow/task management software (e.g., Trello, Asana, or Monday.com, etc.).
  • Understanding of corporate legal terminology, transactional procedures, and compliance requirements.
  • Excellent organizational and time-management skills with a demonstrated ability to manage multiple tasks and prioritize effectively.
  • Superior writing and oral communication skills.
  • High attention to detail and accuracy in document preparation and data management.
  • Ability to work independently and collaboratively within a team environment.
  • Professional demeanor with the ability to handle sensitive and confidential information.
  • Strong problem-solving skills and the ability to adapt to changing priorities and deadlines.
  • Ability to exercise independent judgment and take initiative to accomplish objectives in a timely manner with moderate to little supervision.
  • Ability to communicate clearly with and effectively present information to General Counsel, Senior Attorney, Paralegal, executives and managers.
  • A proactive, collegial team member with effective client relations skills.
  • Knowledge of computer systems and applications; must be highly computer proficient, including with Windows OS, Microsoft Office programs, internet use and research, and email.
  • Knowledge of transactional legal workflows and tasks and basic litigation tracking.

• Education:
  • Associate’s degree in Paralegal Studies, Legal Administration, Business Administration, or a related field required.
  • Bachelor’s degree preferred.
  • Commissioned California Notary Public in good standing, strongly preferred.

• Experience:
  • Minimum of 3-5 years of experience as a legal administrative assistant, within a transactional law firm department or in-house corporate legal department.
  • Experience with corporate transactional matters and contract management; commercial real estate legal administration experience preferred.

• Experience:
  • At least 3 years of relevant experience in a legal administrative role with a focus on transactional or corporate law.

• Technical Skills:
  • Excellent writing and speaking ability.
  • Proven ability to review and manage legal documents.
  • Proficient in using office and task management software, document management systems, and office productivity tools.
  • Competency with office equipment and technology.

• Education:
  • Associate’s degree or equivalent experience in a legal field or related business field.

• Personal Attributes:
  • Demonstrated attention to detail and precision in all tasks.
  • Effective time management skills and ability to work under tight deadlines.
  • Strong interpersonal skills with a professional attitude and ability to maintain confidentiality.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to stand, walk, use hands to finger, type, handle or feel, and reach with hands and arms.

Materials and Equipment:

This role routinely uses standard office equipment such as laptop computers, computer tablets, smart phones, teleconferencing systems, earphone/microphone headsets, calculators, photocopiers, scanners, filing cabinets, and other presentation materials.

Working Conditions:

• Hours: Full-time position with standard office hours. Flexibility for occasional overtime or additional hours may be required based on project deadlines.
• Environment: Office-based role within a professional corporate setting. Remote work opportunities may be available depending on company policy and departmental needs.
• Travel: Seldom, local mail drop-off runs.

If you are a driven and detail-oriented professional with a strong background in transactional legal support and a passion for contributing to a dynamic corporate team, we encourage you to apply for this position. Join us to advance your career and play a key role in our Legal Department’s success.

Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience.

Equal Opportunity Employer:

Goldrich Kest provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, veteran status, or any other consideration made unlawful by federal, state, or local laws. Goldrich Kest is committed to providing reasonable accommodation for qualified applicants, and employees with disabilities to ensure they enjoy equal access to all employment opportunities and benefits of employment as required by the Americans with Disabilities Act.