Administrative Assistant, Legal

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Oxford’s commitment to customer service forms the foundation for everything we do. Invested in delivering service excellence, Oxford offers a dynamic and collaborative team environment with several growth opportunities. We are committed to delivering exceptional service in every interaction, every day.

Scope:

The Administrative Assistant, Legal provides administrative assistance to the western region REM Legal team including drafting of basic contracts as well as file and database management. The successful candidate will be a self-starter who takes initiative, is committed to learning and taking on additional responsibilities as they grow in the position.

Responsibilities:

- Maintain and update tracking of all documentation submitted for execution
- Distribute documents for execution and distribute executed documents to appropriate groups
- Organize, file and maintain legal department files in an orderly way
- Draft enclosure letters, memos and emails
- Receive, classify, index and label incoming paper records on intranet and maintain all new and existing physical records
- Receive electronic documents or scan eligible material, perform quality control measures and cross-reference paper and electronic records in Livelink
- Assist individuals in retrieving information from the records management system
- Cull closed files and out-dated records from paper files, recommend and obtain authorization to archive and/or disposal of files
- Maintain and control vault
- Maintain and update schedule of co-owner meetings
- Draft notice, agenda and correspondence for co-owner meetings
- Receive and distribute meeting minutes
- Request routine searches (corporate and land titles searches)
- Maintain litigation binders and update as required
- Receive, record and maintain accurate record of all legal invoices and follow up with appropriate management group/AP as required
- Process invoices for payment
- Make travel arrangements and assist with other administrative as required

Qualifications:

- High School diploma (or equivalent)
- Minimum 2 to 5 years admin experience at an intermediate level or a legal assistant certificate. Preference will be given to candidates with previous commercial real estate experience
- Exceptional proficiency with MS Office Suite (Word, Excel, Outlook & PowerPoint)
- Experience with Adobe Acrobat Writer
- Excellent planning, organizational and interpersonal skills
- Able to track and manage deliverables for multiple projects simultaneously
- Strong problem solving skills
- Excellent written and verbal communication skills
- Strong attention to detail
- Excellent organizational skills while managing multiple priorities
- Ambition to expand responsibilities and develop new skills
- Willing to learn all aspects of commercial real estate
- Willing to work in a team environment












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