Legal Secretary

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 or dictated• 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• File UCC's and maintaining critical date charts for specific shopping centers; use of direct access account with Secretary of State; 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 mannerOther Responsibilities• May perform related client relations work• Perform other work-related duties as assignedEducation, Experience and Skills Required• Steady work history• 5+ years legal secretary experience, Transactional Real Estate experience preferred• High School Diploma or Equivalent• Proficient in current Microsoft applications such as Word and Excel• Proficient in FoxitPhantom PDF 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 noticePerformance 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

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...