Real Estate Executive Assistant

Arnall Golden Gregory LLP (“AGG”), an Atlanta-based law firm with approximately 200 attorneys, is seeking an organized, critical-thinking person with strong attention to detail. This position supports the Washington, D.C. office through the performance of administrative duties for the Real Estate Practice Group. Position interfaces with clients and colleagues in a professional setting. This person will be required to uphold the image of the Firm by maintaining respect for confidentiality, discretion, and positive contact with clients, attorneys and staff.

This position requires a minimum of three to five years of experience as an executive assistant, preferably in a legal environment. Assists through the performance of complex administrative, billing, calendar maintenance, and business intake duties. Must have strong organizational skills, and knowledge of grammar, spelling and punctuation. Shall be proficient in the use of word processing and other automated equipment, including Microsoft Office Suite and other software packages currently being used by the Firm. The specific requirements for this position include but are not limited to those outlined below.

Position Reports to: Legal Support Supervisor, DC Administrative Chair, Real Estate Practice Group Co-Chairs

Overall Responsibilities:
Primary duties will include, but are not limited, to the following:

• Must be able to effectively manage client interaction – high volume of client contact through email, correspondence, and phone
• Prepare monthly client billing for transmittal to clients according to Firm guidelines (including review for edits/corrections and issuing invoices)
• Open new client/matter files per Firm procedures
• Assemble/scan/copy documents/closing binders for physical or electronic production to clients
• Revise, format and finalize documents as directed by attorneys
• Perform document comparisons and redline/blackline documents through the use of Litera
• Prepare documents for signature via DocuSign and/or physical notarization
• Prepare FedEx packages and other mailings; monitor tracking for same
• Coordinate and organize activities such as internal/external meetings, travel, and conferences for attorneys
• Manage daily calendars and deadlines
• Prepare reimbursement and expense requests, tracking reimbursements for receipt of payment
• Responsible for time entry into Firm billing system
• Manage hard copy and electronic file; document organization and maintenance, including uploading to and downloading from third-party sites, creation of new files and maintenance of existing files utilizing an automated records management system
• Proficient in navigating through Outlook Software – heavy emailing of documents and notes
• Proficient in Word/Nuance/Excel/Outlook
• Perform any other duties that may be assigned with regard to this position

Required Skills:

• Effective assistance to busy law practice attorneys, to include multi-tasking and problem-solving skills
• Good office coordination skills
• Excellent interpersonal, written and oral communications skills, as well as tact and diplomacy sufficient to gain the respect of attorneys and employees
• Professional demeanor and customer service orientated
• Strong ability to perceive and analyze problems, as well as, develop, recommend and implement practical solutions
• Assertive and confident
• Quality control and detail oriented
• Team oriented, flexible and creative
• Maintains positive, productive working relationships with attorneys, colleagues and clients
• Proficiency in navigating through entire Microsoft Office Suite

Education and Experience Requirements:

• A Bachelor’s Degree is highly preferred
• At least three (3) years’ experience in above skill areas
• Demonstrated proficiency in MS Office Suite and Adobe software programs

Mental/Physical/Environmental Requirements:

• Indoor offices with controlled temperatures with limited exposure to noise, dust, chemicals
• Mobility within the office
• May sit for long periods of time
• Crouching, kneeling standing, walking, pushing pulling and lifting occasionally
• Operating a personal computer, telephone, voicemail and other office equipment on a regular basis
• Must be able to express and exchange ideas by means of the spoken word.
• Must have the ability to convey detailed information in a clear and concise manner through spoken word
• Must demonstrate good problem-solving skills

FLSA Status
Non-Exempt

 Hours – Full Time:
Full-time; 9:30 a.m. 6:00 p.m., Monday-Friday (1-hour lunch)
Overtime and flexibility will be required on occasion

ADA: The employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.

The requirements for this position include, but are not limited to those outlined above. It is the employer’s discretion to add to or change the duties or requirements of this position at any time.