Assistant, Administrative

As an Administrative Assistant in our Indianapolis office, you’ll handle a variety of legal administrative tasks supporting our attorneys in the Legal Leasing department. Your primary responsibilities include drafting and editing commercial real estate contracts, managing accurate data input, and following up on document statuses during negotiations. You'll also maintain positive communications with team members and other departments, ensuring clarity and efficiency in operations.

To qualify for the Administrative Assistant role at our Indianapolis location, candidates need strong word processing skills and proficiency in MS Word, Excel, and Outlook. While experience with Litera and DocuSign is preferred, it’s not mandatory. Excellent organizational skills, the ability to prioritize tasks, and strong interpersonal skills to communicate with attorneys and coworkers are also essential to succeed in this position.

The role of the Administrative Assistant is crucial in the Legal Leasing department as you will assist attorneys by taking on essential tasks such as creating accurate legal documents, managing databases, and maintaining timely communication with both internal teams and external parties. This support allows attorneys to focus on their core work while ensuring that documentation and negotiation processes run smoothly.

For the Administrative Assistant position at our Indianapolis office, proficiency in Microsoft Office Suite—particularly Word, Excel, and Outlook—is crucial. Familiarity with document management tools like Litera and DocuSign is a plus but not mandatory. Your ability to effectively utilize these software tools will greatly enhance your productivity and success in this role.

A successful Administrative Assistant in our Indianapolis office possesses excellent organizational skills, the ability to manage multiple tasks under deadlines, and strong attention to detail. Effective communication skills, both verbal and written, along with a positive attitude when interacting with attorneys and colleagues, are also key ingredients for thriving in this dynamic role.

When answering this question, provide specific examples from your past roles where you successfully drafted or edited legal documents. Highlight any familiarity you have with different document formats, and share how attention to detail was vital in those tasks, as well as any relevant software experience.

Discuss your strategies for prioritizing tasks effectively. You might mention techniques such as creating a to-do list based on deadlines, using digital tools to track your work, or communicating with attorneys to understand their immediate needs, showcasing your proactive approach.

Explain the steps you take to guarantee accuracy, such as proofreading each document, utilizing editing tools, and possibly involving peers for a second set of eyes. Sharing your process can demonstrate your commitment to high-quality work.

It's essential to remain professional in such scenarios. Describe how you would approach the situation by maintaining open communication, actively listening to the attorney’s feedback, and finding a constructive solution that satisfies both parties.

Share your familiarity with databases, specifying any particular tools you have used. Highlight experiences where you successfully managed information retrieval, input, or manipulation, emphasizing attention to detail and efficiency.

Discuss specific practices you adhere to in protecting sensitive information, such as securing files, limiting access to essential personnel, and being conscientious about discussing confidential matters only in appropriate settings.

Explain your professional approach, such as setting reminders for follow-ups, preparing clear questions or updates to share, and being courteous in all communications. This shows your understanding of the importance of timely follow-ups in legal processes.

Share a specific instance where you faced a tight deadline and explain how you organized your tasks, communicated with team members, and delivered your work on time. This shows your ability to perform under pressure.

Acknowledge challenges such as balancing multiple demands or ensuring constant communication, and suggest strategies you would implement to overcome these obstacles. This shows your understanding of the role and proactive mindset.

Express your genuine interest in the Legal Leasing field, mentioning specific aspects of the role that excite you, such as engaging with legal documentation, supporting attorneys, and contributing to the dynamic nature of commercial real estate.