Legal Administrative Assistant

Overview

ABOUT US:

Founded in 1993, Bayview Asset Management is an investment management firm focused on investments in mortgage and consumer credit, including whole loans, asset-backed securities, mortgage servicing rights, and other credit-related assets.

POSITION SUMMARY:

The ideal Legal Administrative Assistant will provide administrative legal support to the department’s paralegals, and attorneys in a variety of functions specifically relating to the Company’s legal business. This role is responsible for handling legal documentation, processing and managing the collection of signatures for workflow, closing matters and/or documents, coordinating and closing matters as needed, working with other internal and external parties on transactions and/or correspondence, maintaining records, processing legal invoices, and assist in ensuring efficient legal operations. The position requires strong organizational skills, attention to detail, and the ability to handle sensitive information with discretion.

ESSENTIAL FUNCTIONS:

• Performs administrative duties, including basic documentation preparation.
• Provide telephone and email support to the attorneys, including answering and screening calls, routing calls elsewhere as needed, taking messages and answering all routine and non-routine questions.
• Drafts and edits letters, legal correspondence, and other necessary documents as needed.
• Receives, reviews and processes daily incoming mail to determine appropriate distribution.
• Process and keep track of incoming legal invoices in compliance with the Company’s financial policies and procedures
• Update and coordinate delegated tasks to ensure progress to deadlines.
• Gather and arrange various types of legal documents.
• Supports attorneys, legal leadership and staff with administrative and operational tasks.
• Schedule and coordinate meetings.
• Performs various other administrative duties, including filing, mailing, archiving, photocopying, coordinating courier services and assist with special projects of a small to moderate nature and scope; other duties as assigned.
  
  

 

REQUIREMENTS:

• Minimum 5 years of experience in a legal administrative role providing administrative support within a corporate legal department or law firm.
• Self-motivated, detail oriented with creative problem solving, strong organizational and time management skills with high attention to detail and the ability to work under pressure.
• Strong intrapersonal skills and excellent verbal and written communication skills coupled with proofreading skills, attention to detail and planning, strong follow-up skills and knowledge of commonly used concepts and practices.
• Ability to handle multiple tasks/projects simultaneously and demonstrate flexibility and adaptability to changing priorities, including the ability to prioritize workload to meet critical deadlines.
• Ability to manage and work with internal systems and approvals and the ability to move things through.
• Excellent knowledge of general computing skills as well as competency in Microsoft Office Suite (Word, Excel, Outlook, Power Point) and legal document management systems.
• Ability to work independently and in a team setting in a fast-paced environment.
• A certain degree of creativity and problem solving is required.
• Professional appearance and demeanor.
• Ability to maintain confidentiality and handle sensitive business information in a confidential and professional manner.
• Legal studies or business administration background is a plus.
• Familiarity with corporate law, contract law, and regulatory compliance.
• Experience in managing legal contracts and documentation.
• Experience in legal billing and invoice processing.
  
  

CERTIFICATIONS, LICENSES, AND/OR REGISTRATION:

• State appointed Notary Public (unexpired) is a plus.
  
  

LOCATION:

• This is a hybrid position (3 days onsite) based in our Coral Gables, FL office.
  
  

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and use hands to handle, touch, or feel objects, tools, or controls. The employee frequently is required to talk and hear. The noise level in the work environment is usually moderate. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee is rarely required to stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.

EEOC:

Bayview is an Equal Employment Opportunity employer. All aspects of consideration for employment and employment with the Company are governed on the basis of merit, competence, and qualifications without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, or any other category protected by federal, state, or local law.