Executive Coordinator and Commercial Real Estate Legal Assistant

Hartford, CT

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Position Summary:

The Executive Coordinator oversees the Corporate Legal Assistant team workflow so as to ensure the highest quality service is consistently provided. The Executive Coordinator mentors, trains and develops Legal Assistants and Project Assistants; ensures compliance with Firm standards and policies while ensuring efficiency standards are met while meeting established staffing. Responsibilities for this position will include those of a Real Estate Legal Assistant along with administrative responsibilities.

The Real Estate Legal Assistant is responsible for managing, producing and processing administrative and client-specific information in a manner that ensures that Day Pitney successfully meets its business and client service objectives. Providing support to timekeepers and working as part of a virtual support team, the Legal Assistant is responsible for complex work that requires knowledge of Commercial Real Estate practice and knowledge of and adherence to compliance policies (e.g. conflicts of interest, privacy, deadline docketing, misuse of inside information). The Legal Assistant serves as a "client relationship manager" and is responsible for integrating new clients into the firm's business structure, maintaining and managing critical client information, and coordinating and producing a high volume of client and administrative work.

Executive Coordinator Responsibilities:

Manage, coach, and mentor Legal Assistants and Project Assistants on assigned team
In collaboration with other office Executive Coordinators and Practice Leadership, determine and maintain support staffing levels that are appropriate and required; effect appropriate assignments and work-load balancing among Legal Assistants and Project Assistants and redefine position responsibilities and performance objectives as needs and resources change
Work with Human Resources and Practice Leadership to recruit, interview, select and hire Legal Assistants and Project Assistants, as needed
Provide input on performance of Legal Assistants and Projects Assistants to be considered in merit increase and bonus awards
Ensure successful onboarding, integration and mentoring of new hires
Demonstrate all performance standards for team members and serve as a role model to others
Collaborate with and back up other Executive Coordinators
Coordinate, prioritize and assist in delegating work overflow of team members to meet deadlines
Promote and improve morale; cultivate a positive firm culture and cooperative work environment
Develop strong relationships with partners and other managers and directors so as to be able to influence, lead and direct change
Provide liaison leadership between administrative departments and assigned team
Provide team leadership with respect to use of technology to ensure efficient workflow
Serve as a point person within team for training and development
Make recommendations to processes for more efficient firm functioning
Ensure that team has adequate phone coverage at all times
Assist and advise colleagues in handling of emergency or urgent calls from timekeepers, firm clients or external contacts (e.g. court personnel, prosecutors, etc.)
Develop and implement best practices for assigned team with regard to handling of calls for absent colleagues or timekeepers; absent specific instructions use judgment to resolve
Assist with complex special projects and other duties, as required
Review work product of more junior staff to ensure it meets standards
Provide assistance to team members who have difficulty with technology and standards
Yearly LA overtime budget
Communicate daily LA coverage
Collaborate with managers regarding merit increases and year-end bonuses
Identify and recommend developmental opportunities for others as well as themselves

Commercial Real Estate Legal Assistant Responsibilities:

Exceptional written and verbal communication skills, with the ability to interact professionally and effectively with attorneys, clients, and other team members.
Prior experience supporting commercial real estate transactions, including commercial financing matters.
Demonstrated ability to provide high-level administrative and legal support to multiple attorneys in a fast-paced, high-volume environment.
Strong organizational and time-management skills, with the ability to assess competing demands, independently prioritize assignments, and respond effectively to urgent requests.
Ability to adapt quickly to shifting priorities, manage frequent interruptions, and seamlessly redirect focus while maintaining accuracy, efficiency, and attention to detail.
Type, edit, format and proofread a variety of moderate to complex documents
Independently perform full range of administrative support
File management and organization (both digital and paper). Establish and maintain client, departmental and administrative files and workspaces using established firm and department protocols for FileSite and document naming conventions
Delegate work to firm resources to effectively complete work assignments
Assemble documents in preparation for client transactions and filing with agencies
Understand month-end closing schedule and remind timekeepers that time must be released in InTapp to meet closing deadlines
Edit billing narratives according to firm time entry standards in CMS or Prebill Viewer, including performing tasks within the Prebill Viewer
Manage administrative aspects of client/matter intake and management of the matter once opened, enter/obtain required information, identify New Business Intake "NBI" stage, finalize the draft engagement letter; communicate client billing standards and rates to appropriate individuals, ensure final engagement letter is provided to Matter Maintenance and stored in Virtual Files
Leverage firm tools, such as the portal and firm workspaces, to locate information, e.g. timekeeper standard billing rates, firm discounted rates and rate ranges; firm time-entry standards and non-billable time recording
Leverage QuickLook to obtain financial and other information
Basic internet research, as needed
Work with other timekeepers and legal assistants when required to complete assignments and meet deadlines
Remind timekeepers of deadlines and anticipate their needs to enable them to focus on client/firm related matters
Anticipate timekeeper's needs and follow up to ensure they are satisfied

Qualifications/Requirements:

Minimum five years of legal experience
Ability to supervise, train and mentor
Excellent teamwork and collaboration skills
Ability to handle/navigate difficult personalities
Experience in handling a wide range of administrative and executive support-related tasks
Exceptional communication skills and ability to motivate and lead others
Exhibit sound judgment to make decisions on sensitive issues
Exhibit confidentiality at all times
Demonstrate resourcefulness and the ability to anticipate needs, prioritize responsibilities, take initiative and work independently
Interpret, explain and apply instructions and/or guidance, as appropriate in support of management activities or decisions
Demonstrate ability to perform high level legal assistant duties and to coordinate team(s)
Experience making travel arrangements
Ability to support multiple timekeepers in a fast paced, changing environment
Excellent verbal, written, organization, analytical and interpersonal skills
Outstanding client service and decision-making skills
Demonstrates a high degree of professionalism, confidentiality, discretion and decorum
Responsiveness to timekeeper/client needs and follow-up where appropriate
Proficient in the use of Microsoft Office (Word, Outlook, Excel and PowerPoint), Nexl, iManage, InTapp, CMS, PDF scanning, HotDocs, AccuRoute, Kofax PDF, Change-Pro, Metadact, Innova, Litera, CoreRelate Docket, Chrome River, Preview Biller, Internet searches, Rendezvous, Webex and ability to learn and use advanced software applications
Become familiar with firm information resources

Compensation & Benefits

This position offers a compensation range of $90,000 to $100,000 annually, commensurate with experience and qualifications. Final compensation will be determined based on factors such as experience, skills, and qualifications. Staff may also be eligible for discretionary year-end bonuses and annual merit-based increases. The comprehensive benefits package includes medical, dental, vision, life, and disability insurance, a 401 (k) retirement plan and paid time off.

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