• Administrative Assistant, Legal

    Boston Properties LimitedWashington, DC 20044

    Job #910797320

  • Job Description

    Administrative Assistant, Legal

    Primary Purpose of Position:

    • Provide administrative and legal secretarial support to Legal Department staff.

    Essential Functions:

    • Assist up to three attorneys (two VP-Counsel and one Associate Counsel) in the areas of real estate leasing, acquisitions, sales and financing, contract drafting, review and enforcement of legal administration and litigation.

    • Compose, edit and type legal and business correspondence and memoranda.

    • Compile, organize and finalize documents for signature and distribution.

    • Coordinate proofs of service by delivery, process and/or mailing service.

    • Prepare outgoing and incoming correspondence. Preparation includes making copies for all mentioned parties, chronological file, as well as file mentioned in correspondence.

    • Manage and keep up todate filing in relation to incoming/outgoing correspondence.

    • Coordination, organization and implementation of document productions within related litigation matters.

    • Prepare for processing and track payment of legal invoices from external counsel.

    • Prepare expense reports, track budget for variance reporting and code invoices forreview and approval.

    • Provide general support services such as answering and directing phone calls and keeping calendars.

    • Establish and maintain standardized data and electronic files.

    • Organize and maintain card, rolodex, or contacts

    • Word-processing including editing and proofreading.

    • Track tenant Certificates of Insurance; update status in database and contact tenants to obtain missingor incomplete documentation.

    • Assist in drafting general documents as well as making revisions to documents in the process of being executed.

    • Assist with communications in setting up phone conference calls, meeting arrangements, as well as attorney availability.

    • Schedule conference rooms for meetings andarrange for meals as required.

    • Arrange staff travel including air, hotel, car rental and meeting attendance, if required.

    Non-Essential Functions:

    • Special projects or assignments as requested by the attorneys

    • Receptionist relief

    • Other reasonably related duties as assigned by the Office Manager

    • Notary . Public .

    Requirements and Qualifications:

    • High school diploma or equivalent certification required. Associates or Bachelors Degree preferred.

    • A minimum of 4-6 years of progressively responsible administrative support experience required; prior legal administrative experience required; real estate experience desirable.

    • Strong organizational skills with ability to set priorities, manage multiple projects, and meet project deadlines.

    • Ability tointeract with co-workers, outside legal counsel and vendors in an articulate, pleasant, courteous and business-like manner at all times providing the bestrepresentation of Boston Properties possible.

    • Superior verbal, writing and editing skills.

    • Ability to work under pressure.

    • Strong attention to detail.

    • Ability to work independently, as well as part of a team.

    • Adaptability to changing demands.

    • Ability to produce quality work in a consistent

    • Ability to produce the quantity of work necessary to timely complete assigned tasks.

    • Effective problem solving skills.

    • Working knowledge of legal formats, terminology, and processes.

    • Ability to work with confidential information.

    • Advanced knowledge of Microsoft Word; intermediate to advanced knowledge of Excel, Outlook, and PowerPoint.

    • Comfort and experience with tracking databases.

    • Standard working hours are 8:30AM-5:30PM (1 hour lunch), Monday through Friday. Flexibility to work beyond standard business hours may be required to meet business objectives.

    Physical Requirements:

    • Involves work of a general office nature usually performed sitting such as operation of a computer and telephone

    • Involveswork of a general office nature usually performed standing such as operation of a fax, printer and copier machine.

    Internal and External Contacts:

    • This position interacts with all levels of employees within Boston Properties and externally with outside counsel, tenants, outside vendors and the general public.

    Reporting Structure:

    • Immediate supervisor - Office Manager

    • This position receives work assignments from the Senior Vice President Regional Counsel, Paralegal or Lease Administrator

    ID 2019-2307

    Department Legal

    Type Regular Full Time

    Building City & State Washington, DC

    Standard Hours 40

    Boston Properties is an Equal Opportunity & Affirmative Action Employer.

    Boston Properties is an Affirmative Action and Equal Opportunity Employer. We are committed to fair and impartial treatment in all of our relations with employees, as well as applicants for employment, to recruit, upgrade, train, and promote in all job titles without regard to race, color, gender, gender identity or expression, sexual orientation, religion, age, national origin, disability, marital status, protected veteran status, genetic information or any other legally protected characteristic.

    Updated 06/17/2019

  • You Can Also Try Searching