Legal Administrative Assistant

PHILLIPS LYTLE LLP•Buffalo, NY

1d•Onsite

About The Position

The Legal Administrative Assistant supports the delivery of quality legal services to clients by supporting the loan transaction process from start to finish. This role requires working onsite in our Buffalo, NY Office. Essential Duties and Responsibilities Provide comprehensive administrative support for loan transactions from credit approval through post-closing. Prepare and manage signature charts and track execution of transaction documents. Collect, organize, and collate executed documents to ensure accuracy and completeness. Scan, copy, and maintain electronic and physical transaction files in accordance with firm procedures. Prepare and assemble closing binders, including drafting and finalizing closing binder indexes. Coordinate the posting and distribution of compiled transaction documents to internal and external parties. Upon receipt of recorded documents, transmit final documentation to lending institutions with updated transmittals. Maintain and update Transaction Intake Forms and monitor post-closing missing items to resolution. Support attorneys and legal team members by ensuring deadlines are met and transaction records are accurate and well organized. Under attorney direction, prepare and organize opening or closing of Matters. Prepare, edit, and maintain documents in Word and Excel, ensuring proper organization and retention. Support billing activities and assist with collections follow‑up as needed. Prepares and processes New Matter Intake forms. Uphold the firm’s reputation as the premier source for sophisticated legal counsel by delivering superior outcomes, service, and value to every client and matter. Performs other duties as assigned

Requirements

High school diploma required
At least two (2) years of experience as a Legal Administrative Assistant is preferred
Demonstrated knowledge of legal terminology, legal documents, and legal processes in the assigned practice area(s).
Accurate typing at a net speed of at least 60 words per minute preferred.
Highly proficient in using MS Word and Outlook; computer skills sufficient to become proficient in the various computer applications used by Legal Administrative Assistants, such as time entry, billing, document management, etc.
Excellent communication skills, both written and oral; solid command of the English language; demonstrated understanding of correct grammar, spelling and punctuation; excellent proofreading skills.
Strong interpersonal skills; ability to work effectively, cooperatively and proactively within a team environment.
Strong time management skills and the ability to work under pressure in a fast-paced environment; ability to coordinate multiple tasks concurrently and to meet deadlines.
Strong organizational skills, basic math skills, and attention to detail.
Initiative, flexibility, resiliency, and a willingness to adapt to change.

Nice To Haves

at least two years of college preferred
prior experience in the assigned practice area(s) is desirable

Responsibilities

Provide comprehensive administrative support for loan transactions from credit approval through post-closing.
Prepare and manage signature charts and track execution of transaction documents.
Collect, organize, and collate executed documents to ensure accuracy and completeness.
Scan, copy, and maintain electronic and physical transaction files in accordance with firm procedures.
Prepare and assemble closing binders, including drafting and finalizing closing binder indexes.
Coordinate the posting and distribution of compiled transaction documents to internal and external parties.
Upon receipt of recorded documents, transmit final documentation to lending institutions with updated transmittals.
Maintain and update Transaction Intake Forms and monitor post-closing missing items to resolution.
Support attorneys and legal team members by ensuring deadlines are met and transaction records are accurate and well organized.
Under attorney direction, prepare and organize opening or closing of Matters.
Prepare, edit, and maintain documents in Word and Excel, ensuring proper organization and retention.
Support billing activities and assist with collections follow‑up as needed.
Prepares and processes New Matter Intake forms.
Uphold the firm’s reputation as the premier source for sophisticated legal counsel by delivering superior outcomes, service, and value to every client and matter.
Performs other duties as assigned