Professional Assistant - Real Estate Philadelphia, PA

POSITION(S)

Professional Assistant - Real Estate

About Us

Blank Rome is an Am Law 100 firm with 16 offices and 800 attorneys who provide comprehensive legal and advocacy services to clients operating in the United States and around the world. Our professionals have built a reputation for their leading knowledge and experience across a spectrum of industries and are recognized for their commitment to pro bono work in their communities. Since our inception in 1946, Blank Rome's culture has been dedicated to providing top-level service to all of our clients and has been rooted in the strength of our diversity and inclusion initiatives. Our commitment to our core values and dedication to providing a supportive and inclusive work environment, allows the firm to attract and retain the brightest in the industry.

Job Overview

Blank Rome's Philadelphia office is in need of a Professional Assistant to support the attorneys in the Real Estate group in delivering the highest level of service to internal and external clients alike. As a contributing team member, the Professional Assistant is proactive in balancing multiple work demands, taking personal responsibility for the quality and timeliness of their work and maintaining client and firm confidentiality. The Professional Assistant maintains a professional demeanor and focus and seeks to maximize team contribution and minimize disruptions to the workday.

This role has a hybrid working arrangement. Potential candidates must live within commuting distance of our Philadelphia office to be onsite 4 days per week. In this role, you will report to the Office Administrator.

Essential Functions

Demonstrate command of workflow; utilizing firm resources appropriately.

Utilize ServiceNow, the firm's task tracking software, to manage assignments.

Create, edit, format and proofread documents including, but not limited to, agreements, contracts, plans etc. and maintain such documents within the firm's document management system.

Prepare legal documents for e-Filing and filing via PACER.

Communicate directly and on behalf of attorney(s), including outside vendors.

Prepare new client matter request packets and coordinate approval; coordinate conflict search processes; and prepare retainer letters.

Review proformas and edit bills according to client billing arrangement.

Enter, track, and coordinate new client/matter information.

Edit and coordinate client pitches with Marketing Department.

Maintain InterAction and/or Extranet data, keeping information current

Maintain electronic and paper files in accordance with firm guidelines.

Maintain and monitor attorney calendars and provide timely updates and reminders

Coordinate and/or book travel arrangements.

Prepare, track, and maintain attorney expenses in Chrome River.

Organize and coordinate conference calls and client meetings.

Perform other responsibilities as assigned.

Work additional hours as needed to fulfill job requirements.

The above essential functions represent the general nature and level of responsibilities for this position and is not intended to be an all-inclusive list. The firm may modify and amend any job description at any time in its sole discretion.

Skills/Qualifications

5+ years of legal secretarial or assistant experience.

Associates degree preferred; Notary Public is a plus.

Experience in a legal environment or professional services required.

Ability to draft correspondence.

Strong communication skills (verbal and written) with the ability to develop positive working relationships (in-person and virtually).

Meticulous attention to detail and accuracy.

Ability to manage multiple tasks with effective organizational skills.

Proven problem solving, critical thinking, and decision-making skills.

Ability to receive detailed information through oral and written communication.

Ability to read, create, proofread and transcribe documents.

Ability to exchange information and receive instructions via phone and email.

Ability to work in a high-pressure deadline driven environment.

Ability to maintain confidentiality.

Ability to prioritize and handle multiple projects, with a willingness to accept ownership of projects and be successful in driving those projects and daily tasks to a successful conclusion.

Ability to identify, analyze, and troubleshoot issues.

Ability to develop creative solutions, work in a fast-paced, team-oriented environment, and collaborate with professionals at all levels preferred.

Unquestioned integrity and professionalism.

Proficient in Microsoft Suite (Word, Excel, Outlook, Teams), Chrome River, InterAction, and Carpe Diem.

Proficient in web-based conference call/web-sharing applications.

General Expectations

Promote positive work habits, including effective and timely communication, teamwork, and demonstrating respect for colleagues.

Contribute to providing the highest quality of service to internal and external clients.

Take appropriate initiative and ownership of job responsibilities while ensuring the assignments/job duties are performed successfully and on time.

Understand and abide by firm policies and embrace firm values.

Ability to maintain regular attendance and work regularly scheduled hours.

Ability to sit for long periods of time, type, and handle light lifting (files, copy paper, etc.) in a professional office environment.

Comply with safe work practices including compliance with the firm's COVID-19 policies and safety measures.