Paralegal

About the Opportunity:This is an opportunity for a highly organized and efficient Paralegal/ Executive Administrative Assistant who will also undertake paralegal duties to support our client's 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. You will also support the Chief People Officer. This is a multi-reporting position. Reports To: EVP, General Counsel & Chief Investment Officer/Support to C-Suite/Chief People Officer.About the Company:Our client is one of New Jerseys leading developers of residential and commercial real estate. They are led by a dynamic group of highly-skilled executives and an extraordinary staff of professional team members, all of whom are fully committed to the thorough and effective completion and management of our development and building projects.Role and Responsibilities:Executive Support:Preparing legal files for personnel and employee relations investigations in compliance with HR best practicesManage calendars, schedule meetings, and arrange travel itineraries for senior executivesPrepare and distribute correspondence, memos, and reports on behalf of executivesCoordinate and organize executive meetings, including preparing agendas and taking minutesPrepare investment and financing memorandum for municipal presentations and distribution to financing sourcesAdministrative Support:Maintain organized filing systems, both physical and digital, ensuring easy retrieval of documentsHandle incoming calls, emails, and inquiries, redirecting them as appropriateAssist with special projects and initiatives as assigned by senior managementAct as a liaison between executives, departments, and external parties, ensuring clear and effective communicationParalegal Duties:Provide administrative support to the General Counsel and CIO (and investment team), including redlining documents, proofreading, and document creationWork in Yardi Voyager and MRI Software to input lease information and monthly billing chargesSend monthly invoices to industrial tenantsAnswer the phone call for the General Counsel and Chief Investment Officer, when needed, and take messagesTranscribe dictated or written correspondence, memos, reports, confidential information, etc., as directed by the General CounselSchedule in-house and external meetings and seminars, including occasional cateringForm limited liability companies, including applying for Certificates of Formation and Federal Tax Identification NumbersUpdate and maintain corporate organizational chartsPrepare lease abstractions for the company's commercial and industrial tenantsAssist in the coordination of loan closings, property acquisitions, and dispositionsPrepare check requests and handle legal invoices for paymentCreate and manage legal division filing (electronic and hardcopy)Fax, scan, copy, and distribute documentsAssist in the preparation of marking booksPrepare overnight mailingsAbility to track, follow up, and complete multiple assignments simultaneouslyCapacity to work independently and collaborativelyQualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.Education and/or Experience:College degree preferred, Legal Studies, or related field preferredProven experience as an Executive Administrator or similar role, with exposure to legal processesParalegal certification or equivalent experience is highly desirableStrong proficiency in Microsoft Office Suite and legal software applicationsExcellent communication and interpersonal skillsAbility to prioritize tasks and work efficiently in a fast-paced environmentHigh level of discretion and confidentialityAttention to detail and accuracy in workAbility to work independently and as part of a teamLanguage Skills:Skillful in understanding and following complex instructions, as well as professional correspondence and memosProficient in crafting professional-level correspondenceAble to communicate information effectively in one-on-one interactions with colleagues and other team members in a friendly and inclusive mannerMathematical SkillsBasic math skills - ability to add, subtract, multiply, divideReasoning Ability:Ability to apply common sense understanding to conduct detailed but uninvolved written or oral instructions. Ability to manage conflict and communicate effectively in a clear and concise manner.Physical Demands:Prolonged periods of sitting at a desk and working on a computerMust be able to move 15 pounds at timesMust be able to access and navigate each department at the organization's facilitiesWork Environment:The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential pensation:$65,000 - $75,000, generous benefits package

Created: 2025-04-28