Legal Executive Assistant

Beacon Hill; Orlando (FL); On-site; USD 42,000 - 58,000; Full time

Job summary

Beacon Hill is seeking a Legal Executive Assistant to join its Real Estate team in the Orlando, Florida office. The role supports attorneys with drafting and reviewing real estate contracts, leases, and related documents while managing calendars, billing, and filing.

You will coordinate closings, prepare expense reports, and ensure confidentiality of all client information. The position requires law firm experience, strong MS Office skills, and the ability to work independently and

Qualifications

• Experience in a law firm as an executive assistant.
• Billing experience, including electronic billing, is preferred.
• Excellent grammar, spelling, punctuation, and communication skills.
• Strong typing and proofreading skills.
• Attention to detail and good organizational and analytical skills.

Responsibilities

• Draft and review real estate contracts, leases, and other legal documents.
• Assist attorneys in preparing for closings, including gathering documentation.
• Schedule and maintain attorneys’ calendars; manage conflicts checks.
• Handle monthly client billing (paper and electronic); review prebills for accuracy.
• Prepare attorneys’ expense reports; process vendor invoices.
• Open new matters and generate client conflict checks.
• Set up and maintain attorneys’ work papers and electronic files; filing.
• Arrange video conferencing (Zoom/Teams) and support meetings.

Skills

Client communication

Independent worker

Team collaboration

Detail oriented

Written communication

Proactive initiative

Education

Executive assistant experience in law firm

Tools

Microsoft Office

Billing software

Job description

Job Description

A leading Florida law firm, seeks a Legal Executive Assistant to join their Real Estateteam in the Orlando, Florida office.

Essential Functions:

• Draft and review real estate contracts, leases, and other legal documents.
• Assist attorneys in preparing for closings, including gathering necessary documentation.
• Creates, edits, spell checks, and proofreads work products following the Firm’s established document processing methods and procedures to ensure accuracy and completeness.
• Schedules and maintains attorneys’ calendars.
• Handles monthly client billing (paper and electronic billing). Review billing prebills for accuracy and completeness. Performs client, matter, and narrative edits.
• Prepares attorneys’ expense reports; prepares payment of vendor invoices or checks to be drawn and charged to appropriate client/matter numbers.
• Opens new matters and generates client conflict checks.
• Sets up and maintains attorneys’ work paper and electronic files, including daily and regular filing.
• Indexes and prepares files for off-site storage.
• Prints and organizes various documents received in multiple formats, including emails and attachments.
• Answer the telephone and accurately take and relay messages, as requested.
• Arrange for video conferencing including Zoom and Teams.
• Actively seeks to maximize productivity and promote teamwork.
• Assumes responsibility for maintaining the highest level of confidentiality of all Firm and client information, records, and files, both within and outside of the Firm.
• Other duties and projects assigned.

Required Skills/Abilities:

• Respond to client requests under attorney's direction in a professional manner.
• Identifies and responds to client issues/problems in a timely manner and seeks feedback/follow-up as appropriate.
• Ability to work both independently and effectively with coworkers in a collaborative environment.
• Demonstrates dedication to producing quality work product.
• Attention to detail when completing work assignments.
• Organizes and prioritizes workload appropriately.
• Cooperates and demonstrates flexibility when facing change.
• Excellent written and verbal communication skills.
• Takes initiative beyond routine responsibility.

Education and Experience:

• Law Firm and Executive Assistant experience required.
• Billing experience, including electronic billing, is preferred.
• Flexible and the ability to deal well with changing assignments and priorities.
• Working knowledge of Microsoft Office applications.
• Strongtyping skills, excellent grammar, spelling, punctuation, and communication skills.
• Attention to detail and good organizational and analytical skills.
• Flexibility for overtime, as needed.