Legal Assistant

4 days ago

Dallas, Texas, United States Civitas Senior Living Full time

Legal Assistant – Civitas Senior Living Home Office

In-Office Position in Dallas, Texas 

Make a Difference Behind the Scenes in Senior Living

At Civitas Senior Living, we create places where residents love to live and team members love to work. Our Legal Department supports that mission by helping our communities and home office teams operate safely, ethically, and in compliance with all regulations. We're looking for a detail-oriented, highly organized Legal Assistant to join our home office team and provide critical support to our in-house counsel. 

What You'll Do

In this role, you'll be a central hub for Legal Department requests, deadlines, and documents. You will: 

  • Coordinate department communication and tasks

    • Monitor shared Legal inboxes, log new matters, and track requests.

    • Route items to the appropriate attorney or team member and follow up on open issues.

  • Manage calendars and critical deadlines

    • Maintain the Legal Department calendar, including hearings, meetings, renewal dates, and other time-sensitive obligations.

    • Proactively remind team members of upcoming deadlines and coordinate conference calls and meetings.

  • Support contract review and processing

    • Log contract requests, organize submission packets, and ensure required documentation is complete.

    • Track review progress, follow up with internal clients and vendors, and prepare template-based drafts under attorney supervision.

    • Help maintain the contract database and filing system.

  • Assist with records requests and document production

    • Coordinate responses to subpoenas, medical records requests, regulatory inquiries, and internal document searches.

    • Gather and organize responsive documents for attorney review and ensure timely, compliant responses.

  • Provide general legal and administrative support

    • Prepare correspondence, memos, and summaries.

    • Organize and maintain electronic and physical files in line with retention policies.

    • Support litigation file management, including tracking pleadings and deadlines and coordinating with outside counsel.

    • Perform Notary Public services, as needed.

    • Assist with special projects, audits, compliance initiatives, and corporate governance tasks.

What We're Looking For 

  • High school diploma required; associate's or bachelor's degree preferred.

  • Experience supporting a legal team, law firm, or corporate legal department strongly preferred.

  • Strong computer skills and comfort with document management and productivity software.

  • Excellent written and verbal communication skills, with the ability to interact professionally with attorneys, executives, and community team members.

  • Highly organized, detail-oriented, and able to manage multiple priorities and deadlines.

  • Demonstrated ability to work both independently and as a collaborative team member.

  • High degree of integrity and discretion with confidential and sensitive information.

  • Ability to pass a criminal background check and drug screen.

Why Join Civitas Senior Living

  • Opportunity to contribute to meaningful work that directly supports residents, families, and communities.

  • Collaborative, mission-driven culture that values integrity, service, and continuous improvement.

  • Professional growth and development opportunities across a growing multi-state senior living organization.

  • Competitive pay and benefits package (details to be provided during the interview process).

Work Environment & Physical Requirements

This is a primarily office-based role with standard business hours, requiring frequent computer use, document handling, and communication with internal and external stakeholders. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

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