Real Estate Legal Support Specialist (Legal Secretary)

Legal Support Specialist

Greenberg Traurig (GT), a global law firm with locations across the world in 15 countries, has an exciting employment opportunity for you. We offer competitive compensation and an excellent benefits package, along with the opportunity to work within an innovative and collaborative environment.

Join our Real Estate Team as a Legal Support Specialist located in our Philadelphia office.

We are seeking a highly skilled professional who thrives in a fast-paced, deadline-driven environment. The ideal candidate possesses strong problem-solving and decision-making abilities, ensuring efficiency and accuracy in every task. With a dedicated work ethic and a can-do attitude, you will take initiative and approach challenges with confidence and resilience. Excellent communication skills are essential for collaborating effectively across teams and delivering exceptional client service. If you are someone who demonstrates initiative, adaptability, and innovation, we invite you to join our team.

This role will be based in our Philadelphia office, on a hybrid basis. Regular in-office presence is required for day-to-day operations, as well as for team meetings, training opportunities, and relationship building.

Position Summary

The Real Estate Legal Support Specialist supports a broad range of practice-specific activities including managing day-to-day administrative and strategic initiatives, managing workflow, and preparation of client reports and documents. The role also requires the effective management of the professional responsibilities of the assigned attorneys, including coordination with clients, proactive management of attorney calendars, and responsibility for monthly billing. Candidates must demonstrate professionalism, excellent communication skills, attention to detail, technical savvy, the ability to handle multiple priorities, and work in an organized and efficient manner. Candidate should also be flexible to work overtime as needed.

Key Responsibilities

• Assisting in the creation, editing, proofreading, and processing of legal documents such as correspondence, memoranda, closing documents and other practice specific documents.
• Preparing closing statements and assisting in the drafting of closing documents.
• Preparing closing disbursements, closing binders and title policies.
• Assisting in drafting opinions, correspondence, memos and other documents.
• Assisting attorneys in complying with client requests and requirements, including client specific billing requirements.
• Managing practice calendars to ensure team operates efficiently.
• Maintaining legal files (both paper & electronic), organizing and orderly filing documents.
• Managing document deliveries and tracking final executed documentation.
• Assisting with overflow work and other projects as needed.
• Collaborating and working with paralegals and other legal support team members as applicable.
• Receiving and evaluating telephone calls for supporting attorneys and conveying messages promptly.
• Opening new matters, drafting engagement letters, making travel arrangements, processing reimbursement expenses, maintaining attorney calendars and other administrative duties

Qualifications

Skills & Competencies

• Skilled in handling administrative tasks such as travel arrangements, and processing of invoices and expenses.
• Problem-solving skills and ability to prioritize and manage multiple activities.
• Must be a self-starter, organized, able to work with a minimum of supervision.
• Computer proficiency in the Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook.
• Strong attention to detail, organizational skills, and ability to manage time effectively.
• Good interpersonal communication skills, both written and oral.
• Ability to work under pressure to meet deadlines.
• Experience handling real estate transactions and closings.
• Experience coordinating title matters, lien searches and electronic recording (e.g., Simplifile).

Education & Prior Experience

• Bachelor's Degree or equivalent experience is preferred
• The ideal candidate will have two or more years of experience working in a medium-to-large law firm in the firm's Real Estate department.

Technology

• Proficiency with Windows-based software and Microsoft Word, Excel and Outlook required

GT is an EEO employer with an inclusive workplace committed to merit-based consideration and review without regard to an individual's race, sex, or other protected characteristics and to the principles of non-discrimination on any protected basis.