Legal Administrative Assistant - Real Estate and Corporate Practice Group

Dykema Gossett PLLC, a leading national law firm, is recruiting for a Legal Administrative Assistant for our Bloomfield Hills office. Under the supervision of the Office Administrator, the Legal Administrative Assistant is responsible for assisting attorneys and other legal professionals in the Real Estate and Corporate practice groups. This role provides quality legal services to attorneys and clients by assisting with preparation of correspondence and legal documents maintaining calendars and files, scheduling meetings, and performing other administrative duties as requested.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assists corporate and real estate practice group with preparation, recording, filing and transmittal of real estate, corporate, and other legal documents.


• Provides administrative support including but not limited to assisting attorneys and legal support personnel in providing quality legal services to clients including preparation of correspondence and legal documents from electronic drafts, handwritten notes, or electronic dictation.


• Maintains attorneys’ calendars, including scheduling appointments, meetings and hearings. Prepares materials for meetings.


• Creates and maintains legal files. Independently organizes files and anticipates need for reorganization or expansion. Files material in the appropriate order in a timely manner. Reviews files to assure that all documents for meetings, appointments, closings, depositions, etc. are in the file and in proper order. Requests files utilizing software system.


• Enters new clients and matters into new business intake (NBI) software system. Prepares and submits conflict check forms, screening forms and new matter request forms through NBI


• As requested, perform time entry tasks for attorneys utilizing time entry software. Maintains list of all current billing numbers.


• Prepares and submits expense reports and invoices; makes travel arrangements.


• Exercises independent judgment in determining priority levels of all work assigned on a daily basis. Assures all work is completed by deadline and in a timely manner.


• Reviews incoming mail not marked personal and confidential (unless otherwise instructed to do so) and independently responds when appropriate.


• Possesses significant knowledge of legal resources used to locate information requested by attorney, such as locating case law and statutes.


• Answers and screens telephone calls, and directs caller as needed.


• Reviews client billing statements for errors and works with billing coordinators to ensure accurate billing documents are submitted to the client.


• Upload transactional documents to internal and external data sites, as requested.


• Create and maintain stock certificates and corporate records, as needed.


• Assists other administrative assistants with work overflow.


• Performs other responsibilities/tasks as requested.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

• High school diploma or equivalent educational certification required; post high-school education is preferred


• Minimum of three years’ experience providing administrative assistance to attorneys in a corporate and/or real estate practice.


• Competency in Microsoft Office Suite applications; typing requirement of 55 wpm.


• Effective communication skills and excellent customer service skills required; ensures total customer satisfaction through understanding of customer expectations, proactive problem identification/resolution, and maximizing opportunities to build relationships.


• Ability to work independently, taking initiative to ensure performance aligns with the successful operations of the office.


• Experience operating administrative office equipment (e.g., high-speed copier, scanner, fax machine).


• Ability to execute tasks in a client-centric manner and to work effectively and efficiently in a team setting and with a diverse group of people at all levels of the organization.


• Positive attitude, strong work ethic, willingness to take direction, receive and apply feedback, and communicate support needs.


• Ability to effectively follow procedures and manage competing priorities; demonstrate attention to detail, accuracy and excellent organizational skills.


• Occasionally working overtime, evening or weekend hours may be required.

WHY YOU SHOULD APPLY 

Dykema offers an excellent salary and benefit package, including transportation assistance. Dykema provides a professional, diverse and collaborative workplace where all employees can thrive. Dykema has achieved, and continues to participate in, Mansfield Certification. Our work environment is business casual. 

EEO STATEMENT 

It is the Firm’s policy to provide employment opportunities to qualified applicants and employees on an equal basis without regard to the individual’s age, race, color, gender, sexual orientation, gender identity or expression, religion, national origin, marital status, domestic partner relationship, physical characteristics, disability, or other protected characteristics under applicable federal, state or local laws or ordinances. 

Dykema will make reasonable efforts to accommodate the known disabilities of employees who are otherwise qualified to perform the essential functions of the jobs involved. 

It is the responsibility of every individual concerned with personnel actions, including management, supervision, recruiting, compensation, benefits, promotions, work assignments and training, to ensure that these activities are administered consistent with the Firm’s goal of furthering the principle of equal employment opportunity.