Legal Administrative Assistant

GENERAL PURPOSE OF JOB

The Legal Admin Assistant role is a multi faceted position which provides comprehensive administrative support, ensuring the seamless management of court filings and deadlines alongside the meticulous coordination of real estate closings. This role is responsible for maintaining accurate records, coordinating with internal members, outside counsel and tenants, while supporting critical activities such as document preparation, scheduling, and compliance tracking. By delivering organized, detail-oriented, and confidential support, the Legal Secretary helps facilitate the smooth execution of legal matters and contributes to the overall effectiveness of the legal function.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide high-level, confidential administrative support to the legal team, handling sensitive information with discretion.
• Track and maintain litigation matters and claims within LawVu, ensuring records are accurate, organized, and up to date.
• Support tort litigation by preparing and issuing tender of defense letters to tenants in a timely manner.
• Coordinate claims management processes by tracking incidents, liaising with insurance carriers and brokers, and maintaining comprehensive documentation.
• Administer the legal hold process by issuing notices, monitoring compliance, and maintaining accurate tracking records.
• Assist in the preparation and review of proofs of claim and other legal documentation, leveraging legal AI tools to enhance accuracy and efficiency.
• Conduct document retrieval, as well as asset and background research, to support ongoing legal matters.
• Coordinate scheduling and logistics for outside counsel, including hearings, meetings, and closings; manage calendars and ensure timely follow-up on key deliverables.
• Review, process, and assist with approval of legal invoices, including outside counsel and insurance-related expenses.
• Support audits, legal reviews, and due diligence efforts by organizing, compiling, and preparing relevant documentation.
• Support a broad range of legal matters across all areas and stages of real estate transactions and portfolio management.
• Contribute to continuous improvement initiatives by helping standardize templates, workflows, and best practices across legal operations.
• Provide general legal and administrative support to the legal transactions and diligence teams, including assistance with special projects and other duties as assigned.