Job Description

Administrative Assistant

(Legal / Real Estate Focus Preferred)

Position Overview

We are seeking a highly organized and detail-oriented Administrative Assistant to support our legal and real estate operations. The ideal candidate will have experience in legal documentation and/or real estate transactions and will be comfortable managing contracts, agreements, entity records, and reporting requirements in a fast-paced environment. This role requires strong document preparation skills, discretion with confidential information, and proficiency in Microsoft Office applications.

Key Responsibilities

Contract & Document Preparation

• Prepare and manage leases, amendments, terminations, assignments, and related documents
• Draft and process construction contracts, design services agreements, and consulting contracts
• Prepare service contracts and license agreements
• Draft listing and commission agreements
• Assist with purchase and sale agreements and related transaction documents
• Prepare confidentiality agreements
• Draft professional correspondence and transmittals

Corporate & Entity Administration

• Assist with entity formation and maintenance
• Track entity compliance and routine filing updates
• Request and maintain good standing certificates

Reporting & Administrative Support

• Compile monthly, quarterly, and year-end reports for partners and lenders
• Maintain organized digital and physical filing systems
• Provide general administrative and operational support as needed

Qualifications

• Legal and/or real estate background preferred
• Experience preparing and reviewing contracts and transaction documents
• Strong organizational skills with exceptional attention to detail
• Ability to handle confidential and sensitive information
• Proficient in Microsoft Office Suite, particularly Word and Excel; Adobe Acrobat and Photoshop experience a plus
• Strong written and verbal communication skills
• Willingness to become a California Notary

What We’re Looking For

• A proactive, dependable professional who is comfortable managing multiple deadlines
• A team player with a high level of accuracy and professionalism

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