Legal Secretary - Commercial Real Estate

GEARY, PORTER & DONOVAN, P.C.

Legal Secretary Job Description

Position Title: Legal Secretary

Department: Commercial Real Estate

FLSA: Salaried, Non-Exempt

Position Summary: Assistance and legal secretarial support to attorney(s) and paralegal

(typical assignment). Reports directly to assigned attorneys and paralegal.

Essential Functions:

• Answer attorney/paralegal phones as needed and take thorough, accurate messages in a professional manner
• Complete, copy, and close all outgoing mail items in a timely manner, being sure to include any and all attachments or enclosures to recipient and/or copyholders
• Type and proof correspondence and documents relating to Real Estate Acquisitions; Real Estate Loans; Real Estate Sales; Organizational documents; Leases and Lease related documentation; all areas of law as marked up by attorneys
• Coordinate opening new client and/or matter files to include submission of conflict check, inserting new file on the System and creating physical files
• Prepare Engagement Letters for new clients and coordinate execution
• Create drafts and final documents in AIA program
• Assist various attorneys within the Firm regarding Secretary of State UCC's
• Save, print & organize Title Commitments – exception documents for Attorney/paralegal review
• Prepare and complete closing binders
• Receive, review, and route incoming mail
• Input attorney and/or paralegal time into accounting system
• Maintain all filing in a timely manner

Other Responsibilities:

• May perform related client relations work
• Perform other work-related dutie s as assigned

Education, Experience and Skills Required:

• Steady work history
• 3-5 years legal secretary experience (Commercial Real Estate a plus)
• High School Diploma or Equivalent
• Proficient in current Microsoft applications such as Word and Excel
• Proficient in redlining - including interlineation of attorney comments in PDF documents; conversion to Word; extractions; inserts; deletions; whiteouts
• Ability to type accurately; ability to use office equipment such as computer terminal, calculator, copier, postage meter, and scanner
• Strong verbal and interpersonal skills
• Ability to organize and prioritize work and to meet deadlines
• Experience in time entry, client interaction and assistance
• Familiarity of language used in legal/real estate documents
• Team player who is a multi-tasker, highly efficient, accurate, reliable, positive, and professional at all times
• Ability to work overtime when needed with minimal notice

Performance Standards:

• High level of attendance and punctuality
• Interaction with attorneys, co-workers and clients in a professional manner
• Adherence to all Firm policies and procedures
• Ability to understand and follow directions as given
• Work with minimal supervision but also as a member of a fast-paced team

Updated: June 2026