Administrative Assistant

We are looking for an experienced Administrative Assistant to provide high-level transactional legal support to attorneys handling corporate, real estate, finance, and M&A matters. This contract opportunity is ideal for someone who thrives in a fast-moving legal environment and can keep complex transactions organized from document preparation through post-closing follow-up. The role calls for strong judgment, discretion, and the ability to coordinate multiple priorities while maintaining exceptional accuracy and client service.

Responsibilities:

• Draft, revise, format, and proofread legal and transactional materials such as agreements, financing documents, lease-related paperwork, entity records, and closing deliverables.
• Oversee transaction closing logistics by building and updating checklists, collecting signatures, monitoring outstanding items, assembling final binders, and completing follow-up tasks after closing.
• Track deadlines and matter progress, alerting attorneys to pending requirements and helping keep deals moving on schedule.
• Maintain organized electronic and physical records, including document repositories and data rooms, in alignment with firm and client expectations.
• Coordinate execution of documents through electronic signature tools, escrow handling, and controlled release of fully signed materials.
• Communicate with clients, lenders, title representatives, opposing counsel, and other external parties to schedule activities, exchange documents, and support efficient transaction flow.
• Prepare and submit business filings, qualification documents, good standing requests, and related corporate records with government agencies and other appropriate entities.
• Support due diligence efforts by collecting, indexing, organizing, and reviewing transaction-related materials for attorney use.
• Assist with administrative law firm processes such as conflict checks, new matter intake, engagement documentation, calendar coordination, travel arrangements, expense reporting, and billing support.
• 7 to 10 years of experience providing transactional legal support within a law firm or corporate legal department.
• Strong background supporting corporate, finance, real estate, or mergers and acquisitions matters.
• Thorough understanding of deal documentation, closing procedures, and post-closing administration.
• Advanced proficiency in Microsoft Office, especially Word formatting features, along with experience using document management and electronic signature platforms.
• Proven ability to manage multi-party closings, maintain detailed checklists, and balance several active matters at once.
• Familiarity with business entity filings, corporate maintenance records, and online state filing systems.
• Excellent written and verbal communication skills, strong organizational ability, and close attention to detail.
• Sound judgment, discretion, and the ability to work independently while handling confidential information appropriately.