Job Summary
The Executive Assistant will provide dedicated administrative support, including attorneys and paralegals. The PA will handle various administrative tasks, ensure efficient office operations, and facilitate smooth communication within the department and with external clients and partners. This role requires strong organisational skills, discretion, and the ability to manage multiple priorities in a dynamic real estate environment.
Job Description
Administrative Support
- Manage calendars and schedule appointments, meetings, and property closings.
- Prepare and edit legal documents, correspondence, and reports related to real estate transactions.
- Handle filing and organizing of real estate legal documents, both physical and electronic.
- Assist with the preparation and submission of legal filings and documents to relevant authorities.
Client Interaction
- Act as a point of contact for clients, answering phone calls, emails, and queries.
- Arrange client meetings and ensure client confidentiality.
- Handle client billing and invoicing under the supervision of the legal team.
Document Management
- Maintain and update client files and case management systems specific to real estate matters.
- Assist in the preparation and review of contracts, agreements, leases, and other real estate legal documents.
Transaction Coordination
- Coordinate and manage real estate transaction processes, including due diligence, title searches, and closing procedures.
- Ensure all transaction documentation is complete and accurate.
Other Duties
- Any work assigns by CEO
Requirements
- Bachelor’s degree or equivalent experience. Secretarial or paralegal certification is a plus.
- Experience: Minimum of 3 years of experience as a legal assistant, personal assistant, or in a similar administrative role, preferably in a real estate or legal environment.
- Strong organisational and time management skills.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Familiarity with real estate terminology and documentation.
- Ability to handle sensitive information with discretion and maintain confidentiality.
- Strong attention to detail and problem-solving skills.
