Community Association Legal Assistant

Becker & Poliakoff, P.A.•Fort Lauderdale, FL

About The Position

Becker is a diverse, multi-practice, commercial law firm with international affiliates and offices in Florida, New York, New Jersey and Washington, DC. Becker prides itself on client focused services and a commitment to always exceeding our client's expectations. Since 1973, we have been focusing on building a culture that is collaborative, creative, and passionate about growth. We offer a comprehensive benefits package including Employer-Paid benefits, Mental Health coverage, and even a 401k match! To fulfill our commitment to our employee’s health and safety, Becker has committees – such as the Mental Health and Wellness Committee – that ensures our employee’s individual health is always a priority. We provide every incoming employee with individualized training to ensure that they are experts on Becker’s use of above-industry-standard software and in their role. We are seeking a highly organized and proactive Legal Assistant to join the Community Association team. The ideal candidate will excel in a professional and team-oriented environment. The role requires excellent communication skills, meticulous attention to detail, and the ability to thrive in a fast-paced environment.

Requirements

Strong organizational and time-management skills, with the ability to manage multiple calendars, matters, files, and competing priorities.
Excellent written and verbal communication skills, including strong grammar, spelling, proofreading, and document-formatting abilities.
Professional demeanor and exceptional client service skills, including the ability to communicate effectively with executives, clients, and business professionals.
Ability to anticipate needs, exercise sound judgment, maintain confidentiality, and work independently with minimal supervision.
Strong attention to detail, problem-solving skills, and ability to meet deadlines.
Experienced in executive support, event coordination, and cross-functional collaboration with a strong commitment to teamwork and service excellence.
Proficiency in Microsoft Office, particularly Outlook and Word.
Minimum of three years of administrative or legal support experience in a law firm or corporate legal environment required.

Nice To Haves

Associate degree in Paralegal Studies, Business Administration, or a related field preferred.
Experience with Aderant, iManage, and InterAction is preferred.
Familiarity with the State of Florida, and DBPR websites is advantageous.
Prior experience providing executive-level support and managing multiple calendars and professionals is strongly preferred.

Responsibilities

Manage attorney calendars, appointments, meetings, events, classes, and travel arrangements, ensuring schedules and supporting materials are accurate and current, and daily schedules are provided promptly each morning.
Handle telephone and email communications, take detailed messages, and interact professionally with potential and existing clients, business contacts, and other stakeholders.
Assist with Potential New Client inquiries, business development activities, marketing reports, and interview or media requests in accordance with departmental procedures.
Draft, edit, proofread, and finalize correspondence and legal documents, including letters, enclosures, memos, amendments, contracts, covenant enforcement letters, and related enclosures.
Enter attorney time in Aderant and assist with Unbilled Time Reports, casual pre-bills, billing discrepancies, checks, and other client billing matters.
Prepare and process attorney expense reports and perform general reporting or accounting-related tasks as needed.
Organize and maintain documents and emails in iManage and support file opening and closing procedures.
Verify and communicate client information updates for InterAction.
Conduct corporate, property, and regulatory searches using State of Florida, DBPR, and Property Appraiser resources.
Assist with CLE reporting, registered agent matters, MRTA logs and notifications, and Annual and Special Meeting Notice Packages.
Ensure the monthly marketing report accurately reflects all business development activities for assigned attorney(s).
Process incoming and outgoing mail and provide general administrative support.
Perform additional duties as required.