Executive Administrative and Legal Assistant

Diocese Of Charleston - Charleston, SC

Full-time - Entry Level

Charleston, SC

About the position

The Executive Administrative and Legal Assistant position at the Diocese of Charleston is a full-time role that provides essential administrative and paralegal support to the General Counsel. This non-exempt position is crucial for the smooth operation of legal and real estate transactions within the organization. The assistant will be involved in various tasks that require a high level of organization, attention to detail, and the ability to manage multiple priorities under tight deadlines. The role includes assisting with real estate and transactional projects, coordinating with various stakeholders, and managing a variety of clerical duties that are vital for the functioning of the legal department. In this position, the Executive Administrative and Legal Assistant will be responsible for organizing title searches, commitments, and closing real estate documents. They will also perform clerical duties such as managing calendars, scheduling meetings, coordinating travel arrangements, and handling incoming communications. The assistant will be tasked with filing both electronically and physically, ensuring that all correspondence, contracts, and legal documents are properly organized and accessible. Additionally, the role involves preparing, editing, and transcribing various documents as directed by attorneys and paralegals, which requires proficiency in drafting correspondence and creating reports. The candidate will also engage in legal and real estate research tasks, utilizing available resources effectively. Interpersonal skills are essential, as the assistant will interact with internal clients, including diocesan officers and staff, as well as external attorneys and parishes. The role may also involve assisting the attorney with financial matters such as prebills, outgoing invoices, and reports. The Executive Administrative and Legal Assistant must adhere to the ethical requirements set forth by the rules of Professional Conduct of the state, ensuring professionalism in all interactions and tasks.

Responsibilities

• Assists with real estate and transactional projects.
• Coordinates with General Counsel, Director of Planning and Operations, and Catholic Mutual representatives.
• Organizes title searches, commitments, and closing real estate documents for General Counsel.
• Performs clerical duties including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Answers incoming calls, takes messages, and composes and types correspondence.
• Files electronically and maintains physical files for emails, correspondence, contracts, and other documents.
• Prepares, edits, and transcribes correspondence, contracts, and legal documents as directed.
• Conducts legal and real estate research using available resources.
• Interacts professionally with internal clients and external attorneys and parishes.
• Assists attorney with matters concerning prebills, outgoing invoices, and reports.
• Performs additional responsibilities as directed by General Counsel.

Requirements

• Proficient in drafting correspondence and creating reports.
• Knowledge and competency in database management and spreadsheet software.
• Strong competency with Microsoft Word.
• Ability to organize and prioritize numerous tasks under tight time constraints.
• Strong typing skills.
• Ability to use personal computer, printer, copier/scanner, phone, and postage meter.
• Driver's license for occasional errands and offsite travel.
• Strong organizational skills are required.
• Prior transactional legal experience preferred.

Nice-to-haves

• Experience in a legal environment or with legal documentation.
• Familiarity with real estate transactions.