Legal Administrative Assistant

Legal Administrative Assistant

Hempel Real Estate is seeking a highly detail-oriented and motivated Legal Administrative Assistant to support the legal team in connection with commercial real estate transactions, leasing matters, entity governance, financing activities, and other legal and administrative matters. This position offers the opportunity to work closely with senior legal leadership and other members of the legal team and gain exposure to acquisitions, dispositions, financings, and lease transactions within a dynamic in-house commercial real estate environment.

The Legal Administrative Assistant will assist in supporting and coordinating the administrative and operational aspects of real estate transactions from inception through closing and post-closing. The role includes document organization, transaction and file management, signature coordination, scheduling, deadline and follow-up tracking, closing and post-closing administrative support, and coordination with internal and external parties.

This position plays an important role in maintaining organization and workflow across multiple active transactions while ensuring documentation, communications, administrative tasks and deadlines are managed effectively. This is an excellent opportunity for a motivated legal professional seeking to build or further develop a career in commercial real estate and legal operations while supporting a busy commercial real estate in-house legal team. The ideal candidate is highly organized, dependable, proactive, and resourceful, with strong attention to detail, excellent follow through, and the ability to anticipate needs and take ownership of responsibilities. Commercial real estate experience is strongly preferred. This position reports directly to the Chief Legal Officer, while fully supporting and working closely with additional legal team members.

Key Responsibilities (are inclusive of but not limited to)

• Provide administrative and operational support to the legal team in connection with commercial real estate transactions and other legal matters
• Prepare, organize, maintain, and distribute legal and transaction documents and correspondence
• Maintain organized electronic and physical legal and transaction files, ensuring documents are accurately named, filed, and readily accessible
• Prepare signature packets, coordinate document execution, obtain signatures, and follow up on outstanding documents
• Maintain transaction checklists and assist with tracking deadlines, milestones, and outstanding administrative items
• Coordinate administrative aspects of transaction closings, including scheduling, assembling electronic closing binders, and assisting with post-closing matters
• Assist with organizing title, survey, due diligence, financing, and closing materials
• Coordinate meetings, conference calls, closings, calendars, and other scheduling needs for the legal team
• Serve as a point of coordination for routine administrative communications with attorneys, outside counsel, lenders, title companies, vendors, and internal teams
• Assist with maintaining corporate records, entity documentation, and administrative compliance matters as directed
• Maintain confidentiality while exercising sound judgment and professionalism in handling sensitive legal and business information
• Assist with special projects as assigned
• Other duties as assigned

Minimum Skills & Qualifications

• Bachelor's degree, Associate's degree, or equivalent combination of education and relevant experience strongly preferred
• 1-3 years of experience in a law firm, title company, commercial real estate company, professional services environment, or similar setting preferred
• Commercial real estate experience strongly preferred
• Strong attention to detail and excellent organizational and time management skills
• Excellent verbal and written communication and problem-solving skills
• Demonstrated ability to manage multiple projects, priorities, and deadlines in a fast-paced environment
• Strong follow-through and ability to take ownership of responsibilities and see tasks through to completion
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Ability to maintain confidentiality and exercise discretion when handling sensitive legal and business information
• Ability to work independently while knowing when to seek guidance
• Highly professional

Desired Qualifications & Characteristics

• Ability to anticipate issues, communicate proactively, and work independently while knowing when to seek guidance
• Experience working in a legal, commercial real estate, title, or professional services environment
• Commercial real estate experience is strongly preferred
• Highly dependable and resourceful
• Takes ownership of responsibilities, actions, and results
• Team-oriented
• Calm under pressure
• Inquisitive
• Exceptionally organized and detail-oriented
• Proactive and able to anticipate needs and follow up on outstanding items without requiring repeated direction
• Strong sense of urgency and ability to prioritize competing deadlines
• Excellent follow-up and follow-through skills
• Ability to communicate proactively regarding outstanding items, delays, and anticipated issues
• Ability to handle confidential and sensitive information with discretion and professionalism
• Ability to work independently and take initiative while knowing when to seek guidance
• Eager to learn and develop an understanding of commercial real estate transactions and legal operations
• Potential for advancement as additional skills, responsibilities, and capabilities are demonstrated and desired

Additional Requirements

• Ability to travel occasionally for team events and meetings or collaboration
• Exceptionally self-motivated with the ability to work autonomously
• Proactive communicator across email, verbal, and instant messaging
• Must be 18 years or older
• Must have unrestricted work authorization to work in the United States

Our Benefits Offered

• Medical insurance coverage - covered 90% by employer for the employee
• Dental insurance coverage
• Vision insurance
• 401(k) plan - 4% match on a 5% contribution
• Short-term disability insurance
• Long-term disability insurance
• Life insurance
• Accidental insurance
• Critical illness insurance
• Hospital indemnity insurance
• Employee assistance program (EAP)
• Pet insurance
• Unlimited planned paid time off
• Paid company holidays
• Family day
• Free downtown parking
• Class A onsite amenities which include access to:
• Fitness center
• Sauna
• Cold plunge
• Pickleball court
• Golf simulators

Hempel Real Estate is committed to building a diverse and inclusive work environment. We are proud to be an equal opportunity employer and welcome all applicants regardless of race, color, religion, creed, gender, sexual orientation, marital status, gender identity, national origin or ancestry, age, citizenship, disability, pregnancy, veteran status, or any other basis protected by applicable law. If, as an individual with a disability, you need reasonable accommodation during the application process, please contact Human Resources. Hempel Real Estate is an equal opportunity/affirmative action employer.

A note on our hiring process: Hempel Real Estate may use AI tools to assist in organizing and summarizing candidate information during the review process. All hiring decisions are made by humans. AI assistance is never the sole basis for advancing or declining any candidate.