Executive Legal Assistant

The Axel Group is seeking an Executive Legal Assistant to join our client’s team out of Essex County, New Jersey. This award-winning real estate firm develops, builds, markets, and invests in a diversified range of residential and commercial real estate across the region.

The Executive Legal Assistant will support our legal and property investment team. The ideal candidate will have exceptional administrative skills, be detail-oriented, and possess a strong understanding of legal processes and documentation. As the Executive Administrator, you will work closely with senior executives and the legal department to ensure smooth operations and provide crucial administrative and paralegal support.

The Executive Legal Assistant will report to the firm’s General Counsel and the Chief Investment Officer.

• Manage calendars, schedule meetings, and arrange travel itineraries for senior executives.
• Prepare and distribute correspondence, memos, and reports on behalf of executives.
• Coordinate and organize executive meetings, including preparing agendas and taking minutes.
• Maintain organized filing systems, both physical and digital, ensuring easy retrieval of documents.
• Handle incoming calls, emails, and inquiries, redirecting them as appropriate.
• Assist with special projects and initiatives as assigned by senior management.
• Act as a liaison between executives, departments, and external parties, ensuring clear and effective communication.
• Provide administrative support including redlining documents, proofreading, and document creation.
• Input lease information and monthly billing charges.
• Send monthly invoices to industrial tenants.
• Transcribe dictated or written correspondence, memos, reports, and confidential information, etc.
• Schedule in-house and external meetings and seminars, including occasional catering.
• Prepare lease abstractions for the company’s commercial and industrial tenants.
• Assist in the coordination of loan closings, property acquisitions, and dispositions.
• Prepare check requests and handle legal invoices for payment.
• Create and manage legal division filing (electronic and hardcopy).
• Fax, scan, copy, and distribute documents.
• Assist in preparation of marking books.
• Prepare overnight mailings.
• Ability to track, follow-up, and complete multiple assignments simultaneously.
• Capacity to work independently and collaboratively.

Experience:

• Bachelor’s Degree, preferred but not required
• Experience working as a Legal Assistant or Paralegal, required
• Paralegal certification or equivalent experience required
• Strong proficiency in Microsoft Office Suite
• Excellent communication and interpersonal skills
• Ability to prioritize tasks and work efficiently in a fast-paced environment
• High level of discretion and confidentiality
• Attention to detail and accuracy in work
• Ability to work independently and as part of a team

Benefits:

• Medical, Dental, Vision Coverage
• PTO and Paid Holidays
• Health Reimbursement Arrangements
• Flexible Spending Accounts
• Life, AD&D, and Disability Insurance