Job Summary
The ideal candidate is a proactive self-starter who thrives in a highly organized environment. You will wear many hats, serving as the central point of contact for administrative tasks, assisting with legal document preparation, and basic accounting duties.
Responsibilities
1. Administrative Support
- Manage calendars, schedule appointments, and coordinate meeting arrangements.
- Manage incoming and outgoing correspondence, emails, phone calls, and corporate filings.
- Maintain physical and digital filing systems with strict organization in compliance with company policies.
- Manage vendor relationships for office equipment (copier, phones, postage meter, etc.), scheduling maintenance repairs.
- Run professional errands as needed for company functions and operations.
- Procure and manage office supplies and ensuring common areas are stocked. Manage office functions budget, code and approve invoices.
- Coordinate events such as birthday celebrations, other team-related celebrations, and company meeting arrangements and dinners.
2. Paralegal & Document Management
- Draft, review, and proofread legal documents, including contracts, leases, agreements, and corporate resolutions and meeting minutes.
- Coordinate with external legal counsel on ongoing entity management and compliance.
- Organize and maintain corporate notebooks, minute books, and entity structures.
- Conduct basic legal and factual research.
3. Entry-Level Accounting & Expense Management
- Track, categorize, and reconcile monthly credit card and bank expenses.
- Organize receipts and prepare expense reports for multiple entities.
- Assist with paying invoices, tracking vendor bills, and preparing basic financial summaries.
- Assist during budget, audit, and tax preparation seasons.
Requirements
- Experience: 2+ years of administrative experience, ideally within a law firm, wealth management firm, or family office.
- Education: Associate’s degree or professional certificate required; Paralegal certification is highly preferred. Experience may be substituted.
- Financial Literacy: Basic understanding of bookkeeping concepts (debits/credits, expense classification).
- Tech Savvy: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Adobe Acrobat.
- Discretion: Absolute commitment to maintaining the highest level of confidentiality and privacy.
- Attributes: Exceptional attention to detail and organization, excellent written and verbal communication skills; and the ability to work independently and with a team.
About Us
We are a private family land company managing the business affairs of a multi-industry company owned by a single family. We operate with a high degree of confidentiality, integrity, and professionalism. Our company invests in commercial real estate, oil & gas, coal, and various other investments. The team manages all business affairs, property, legal administration, and daily operational and accounting needs. We are seeking a versatile Administrative Assistant with paralegal experience and basic accounting knowledge to support our diverse operations.
Benefits:
- 401(k)
- Dental insurance
- Flexible spending account
- Free parking
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Education:
Work Location: In person
