Legal Executive Assistant

Job Summary

The Executive Assistant (Legal) manages a wide range of administrative and executive support-related tasks and works independently with little or no supervision.

This position is primarily responsible for managing intake of internal and external legal inquiries, scheduling meetings and calls, and supporting a wide variety of needs that arise. The Executive Assistant (Legal) interacts with team members at all levels in a fast-paced environment while remaining flexible, proactive, resourceful and efficient.

This position must operate with a high level of professionalism, decision-making ability and confidentiality.

Essential Functions

Intake and summarize received legal documents, court notices, and other property-related matters while routing to appropriate parties.

Coordinates calendars for internal participants and third-party guests, and schedule meetings/rooms

Complies with critical date deadlines and event calendar

Manages invoice processing, file archiving, meeting schedules, and expense reports

Reviews and processes subpoenas, warrants, and other government issued requests for supervisor’s execution and delivery

Coordinates execution of affidavits by appropriate company personnel for litigation and transactional documents

Maintain list of active litigation holds and their applicable statutes of limitations.

Prepare and track key transaction deadlines (contract timeline/summaries and outlook calendars/reminders), upkeeping changes caused by amendments, task completion, etc.

Maintain document repositories in NetDocuments, including setup and removal of new matters/properties as needed in accordance with record retention schedule.

Maintains permanent property-related files, which includes extensive coordination with company personnel

Create and maintain Microsoft Teams channels and folders for collaboration

Coordinates finalization of Board and Committee Meeting minutes

Works with Paralegals and Records Information Specialist on all company records and information management projects

Obtains certified corporate documentation for transactional and financial closings

Setup and monitor DocuSign workflows, including download, upload to DM system and forwarding to applicable persons

Maintains documentation that resides on the Legal Department’s Inside Camden webpage, including corporate ownership; corporate and foreign qualifications; property ownership; officers; directors; corporate formations and dissolutions

Assists in managing documents related to transactional and financial closings

Works on variety of special and on-going legal projects

Enhances and presents a positive image of the company and a professional friendly manner toward management, employees, staff and the public

Requirements

Bachelor’s degree preferred

5 years of legal secretary or paralegal experience

Proficient in Microsoft Word, Teams, PowerPoint, Excel, Adobe Acrobat, and DocuSign

Professionalism and ability to keep strict confidentiality

Excellent verbal and written communication skills

This job description is not an all-inclusive list of duties and responsibilities. Camden reserves the right to add or change responsibilities at any time in order to meet business and organizational needs.

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