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