Administrative Assistant, Legal

Bayview Asset Management - Coral Gables, FL

Full-time

Hybrid - Coral Gables, FL

Securities, Commodity Contracts, and Other Financial Investments and Related Activities

About the position

The Administrative Assistant for the Legal department is responsible for providing essential support to the Licensing and Legal departments, particularly in relation to the company's legal licensing business. This role involves handling various administrative tasks, assisting in regulatory filings, and maintaining records for licensed entities under the supervision of the Licensing Supervisor.

Responsibilities

• Handle administrative and clerical tasks such as answering phone calls, scheduling meetings, processing daily mail, scanning documents, filing, printing invoices, check requests, reimbursement requests, and ordering supplies for the department.
• Assist in preparing and completing licensing documents and filing required reports to state regulators.
• Prepare and file corporate jurisdictional forms for licensed entities under the supervision of the Licensing Supervisor.
• Maintain records of the licensing book for all licensed entities and employees (MLO).
• Act as a liaison with branch offices regarding the maintenance of licenses and updates.
• Track and maintain systems for surety bond requirements for licensed activities and licensed entities.
• Maintain the filing system for the Licensing Department.
• Complete special projects as assigned by the Licensing Supervisor and Staff or the General Counsel and Compliance Departments.

Requirements

• Associate's Degree or equivalent education.
• 1-3 years of experience in governmental and regulatory compliance matters in finance, mortgage banking, and general corporate matters.
• Ability to handle regulatory filings and records retention.
• Solid organizational skills with knowledge of commonly used concepts and practices in the field.
• Ability to follow pre-established guidelines and instructions to perform job functions.
• Advanced working knowledge of Microsoft Word and Excel.