Real Estate Practice Assistant

Job Description

Job Description

Ascension Global Staffing & Executive Search, a Hispanic Women Owned & Operated National Recruiting Firm stands at the forefront of innovation and excellence. Led by a visionary team with a deep commitment to diversity and inclusion, our firm is dedicated to identifying and attracting top talent across the nation. With a unique blend of cultural insight and professional expertise, we pride ourselves on creating an environment that fosters success for both employers and candidates.

A well-established law firm is seeking a Practice Assistant for its Fort Lauderdale, FL office. This position will provide administrative and legal support to a shareholder and the attorneys on her team within the Real Estate Practice Group. The practice handles a lower volume of highly sophisticated transactional matters, making this an excellent opportunity for a detail-oriented professional who enjoys complex, document-intensive work.

The position follows a hybrid work schedule. After successful completion of a 60-day introductory period, the role offers the opportunity to work remotely on Tuesdays, Wednesdays, and Thursdays.

Essential Duties and Responsibilities

• Provide day-to-day administrative and legal support to a shareholder and attorneys on her team within the Real Estate Practice Group.
• Support a transactional practice, applying a working knowledge of transactional matters and related legal terminology.
• Prepare, revise, proofread, and format correspondence and real estate-related documents.
• Redline documents and manage revisions using track changes, ensuring accuracy across multiple drafts.
• Work closely with the firm's document services team on formatting and revising documents, including larger legal document projects.
• Maintain a tickler system to track critical dates, deadlines, and follow-ups.
• Collaborate with real estate paralegals to track outstanding items and critical dates, helping ensure the efficient management and progression of transactions.
• Conduct research using public records databases, including corporate records and other sources as requested by attorneys.
• Manage attorney calendars and schedule meetings, conference calls, and other appointments.
• Run conflict checks, prepare engagement letters, and assist with opening new clients and matters within the firm's onboarding system.
• Assist with the coordination of events, seminars, conferences, and other activities as needed.
• Organize and archive documents and emails within document management systems according to established naming protocols and firm policies.
• Maintain accurate and up-to-date electronic and physical files.
• Input and manage attorney time entries and related reports using firm systems.
• Plan and coordinate business travel arrangements.
• Prepare and submit expense reports.
• Assist with billing, attorney time, and proforma review.
• Work with attorneys and paralegals to understand client needs, support client satisfaction, and communicate with clients and other real estate professionals as directed.
• Handle confidential client and firm information with professionalism and discretion.
• Anticipate attorney needs, identify potential issues or missing information, and proactively follow up to keep matters moving forward.
• Perform additional duties and projects as assigned.

Required Experience and Key Competencies

• 5 to 10 years of legal assistant experience supporting a transactional practice. Commercial real estate experience is a plus.
• Advanced skills in redlining, track changes, and document comparison.
• Strong proofreading and document preparation skills.
• Highly organized, with exceptional attention to detail, initiative, and follow-through in a document-heavy environment.
• Experience maintaining tickler or docketing systems.
• Excellent oral, written, and interpersonal communication skills.
• A true team player with a positive, collaborative attitude.
• Ability to work independently, efficiently, and confidentially while balancing assignments for multiple attorneys and meeting time-sensitive deadlines.
• Proficiency with Microsoft Word, Outlook, Excel, PowerPoint, Teams, Zoom, and other computer software and document management systems.

Benefits

The employer offers a comprehensive benefits package that may include:

• Hybrid work schedule
• Paid time off
• Paid holidays
• Wellness programs
• Caregiving assistance
• Employee assistance resources
• Professional development and online learning resources
• Medical, dental, and vision insurance
• 401(k) program
• Retirement savings benefits