Real Estate Legal Administrative Assistant

We have an immediate opening in our Madison office for a Legal Administrative Assistant. We seek an energetic professional to support the attorneys and paralegals in meeting the needs and demands of the firm's departments and other clients.

You will join a supportive, hard-working team of legal professionals who are dedicated to providing creative yet practical solutions to our clients' needs. You will work closely with 3-4 timekeepers in an environment that has an outstanding reputation for innovation and excellent client service.

As part of our team, some of the essential duties and responsibilities will include:

• Type from rough draft, handwritten materials and/or dictation into proper format.
• Compose basic or routine letters/transmittal e-mails.
• Enter timekeepers' time entries.
• Proofread for spelling, and grammar.
• Schedule and calendar appointments, meetings, closings, etc.; make travel arrangements and complete expense reports.
• Obtain/maintain contact information.
• Serve as back-up to other assistants within real estate and other practice areas
• Perform general research for timekeepers.
• Monitor e-mail, regular mail and voice mail.
• Organize and maintain documents for real estate closings (including obtaining electronic signatures); assist timekeepers with organizing real estate projects.
• Answer phones and resolve questions or concerns from clients, other attorneys and co-workers.
• Format and prepare offers to purchase, commercial leases, deeds, settlement statements, bills of sale, land contracts, mortgage documents, title affidavits, and other documents for commercial real estate transactions with consistent accuracy and on a timely basis. 
• Organize and prepare closing books for clients.

This position requires superior administrative skills. You must be a professional with at least 3 years of administrative assistance experience. Previous Real Estate experience strongly preferred. A Bachelors' Degree is a plus.Other required qualifications include:

• Keyboarding speed of at least 65 wpm.
• Familiarity with documents used in Wisconsin real estate transactions.
• Excellent written, oral and e-mail communication skills.
• Excellent listening skills.
• Supportive and comfortable in a team environment.
• Prioritize and handle/complete multiple tasks with competing deadlines.
• Outstanding customer service/interpersonal skills.
• Strong technology skills. Demonstrated familiarity and experience with Microsoft Word/Excel/Outlook/PowerPoint.
• Exceptional organizational skills.
• Strong attention to detail with a commitment to accuracy.
• Solid grammar, spelling, vocabulary and language skills.
• Efficiency, flexibility and patience.
• Complete discretion and tact with confidential information.

Physical Demands and/or Work Environment: 

While performing the duties of this job, the employee must be able to frequently use a keyboard, calculator, and telephone. Frequent sitting, walking, talking, hearing, and occasionally stand, stoop, bend, kneel, crouch, crawl, lift (20 lbs.), and an ability to adjust vision for close vision work. Reasonable accommodations will be made for qualified individuals with disabilities consistent with applicable law. 

Applicants with disabilities may be entitled to reasonable accommodation under the Americans with Disabilities Act and/or certain state or local laws. Please contact Human Resources at [email protected] if you need a reasonable accommodation or other assistance to participate in any aspect of the application process.