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Executive Assistant / Paralegal

Company: Prime General LLC
Location: Hollywood
Posted on: March 19, 2023

Job Description:

Department: Administration
Reports to: CEO
FLSA: Exempt

Job Summary: The Executive Assistant / Paralegal is responsible for supporting the CEO to ensure efficient operation of the executive office. The ideal candidate will be dynamic, high-energy, organized, able to support cross-functional coordination in a fast pace environment and possess excellent Communication Skills. The ideal candidate will also have knowledge in the Commercial Real Estate field pertaining, but not limited to, Corporate and Loan Documents. This individual will be required to be available during regular business hours to provide support and assistance to the CEO.

Job Responsibilities: including but not limited to:

  • Coordination of activities (operations and planning) and ensuring timely flow of information to and from the executive office.
  • Handle details of a highly confidential and critical nature, and must function efficiently and effectively in a fast-paced environment.
  • Use template documents to complete corporate, organizational and commercial documents.
  • Prepare closing binders and post-closing work.
  • Screen and prioritize communications and opportunities from external and internal sources.
  • Planning and orchestrating work to ensure CEO's priorities are met, managing the business (keeping licenses active and in good standing).
  • Maintains a Project Management system that alerts to upcoming deadlines on incoming requests or events.
  • Prepare and edit correspondence, reports, presentations and coordinate the processing of all documentation related to the transaction process
  • Manage CEO travel arrangements and proactively coordinate the pre-planning of trips, including arranging appropriate travel and expense reimbursements.
  • Act as the lead in tracking, monitoring and following the progress of open action items.
  • Act as liaison between CEO and management team.
  • Issue all tasks and deadlines to team instructed by CEO and confirm ETA of task completion.
  • E-file pleadings and organize litigation files.
  • Perform title searches, updates, recordings and filings.
  • Perform legal research (court records, real estate records, asset/lien/UCC/background checks).
  • Abstract counties records for residential and commercial properties in multiple counties.
  • Abstract, examine and analyze deeds, easements, tax assessments, mineral reservations and other applicable instruments.
  • Verify ownership and encumbrances of real property.
  • Ability to manage loan closing file.
  • Prepare abstract leases.
  • Ability to read surveys, plats, Deed of Trusts, estate records and foreclosure proceedings.
  • Perform loan closings as needed.
  • Draft corporate, organizational and commercial documents.
  • Coordinate contract execution process.
  • Confirm contract reporting is accurate and all required information is correct.
  • Cooperate with title agents for closing of real estate sales.

Keywords: Prime General LLC, Hollywood , Executive Assistant / Paralegal, Legal , Hollywood, Florida

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