Administrative Assistant and Paralegal - The Community Builders

Position Description:

Community Builders, Inc. (TCB) is a nationally recognized nonprofit developer, owner, and manager of affordable and mixed-income housing and commercial properties. Founded in 1964, TCB has developed over 30,000 housing units as well as office and retail properties and currently owns and manages over 11,000 units of housing. TCB is currently active in Massachusetts, Connecticut, Rhode Island, New York, New Jersey, Pennsylvania, Maryland, Virginia, North Carolina, Illinois, Indiana, Michigan, Ohio, Kentucky, and the District of Columbia. TCB’s mission is to build and sustain strong communities where people of all incomes can achieve their full potential.

TCB’s Legal Department, which is situated in our Boston office, manages all aspects of TCB’s corporate and transactional legal work, and currently consists of 5 attorneys, 2 senior paralegals, and a part-time administrative assistant. We act as transactional counsel with respect to complex development and preservation transactions, engage and oversee outside counsel on projects where we are not lead counsel, form and maintain more than 600 affiliated entities, provide or manage all corporate legal services, and provide counsel on legislative and policy matters.

The Paralegal/Administrative Assistant will be a member of the Legal Department and will assist the Senior Paralegals and the department lawyers with all aspects of their work. The position is full time, based in the Boston corporate office at 185 Dartmouth Street, and will have two main areas of responsibility: (i) assisting the Senior Paralegals with entity formation, maintenance, including Corporate Transparency Act (CTA) compliance and document management/execution/distribution, and (ii) providing administrative support to the department attorneys. The Paralegal/Administrative Assistant will report to the Senior Paralegals and the department attorneys for paralegal responsibilities, and to the General Counsel for administrative responsibilities.

Essential Functions:

Paralegal

• Assist Senior Paralegals with entity formation and maintenance, including drafting and filing formation documents, drafting Board and committee votes, preparation and filing of annual reports, complying with filing requirements, obtaining certificates of good standing, obtaining EIN numbers, CTA registrations and filing annual CTA reports, dissolving entities, and similar tasks
• Interact with staff attorneys, outside counsel, and other TCB staff regarding all aspects of TCB entities.
• Closing support, including creation of execution copies of documents, collection of signatures, witnessing and/or notarizing documents, distribution of copies/originals and delivery in escrow
• Revising, proofreading, blacklining, filing, saving and distributing documents
• Production of paper and electronic closing binders
• Tracking code violations, litigation and payment of invoices
• Provide DocuSign and notary assistance

Administrative Assistant

• Producing documents, filings and correspondence, including typing, faxing, scanning, copying
• Saving and organizing documents in SharePoint, TCB’s main document management system, as well as other TCB document management systems
• Coordination of both external and internal meetings, including scheduling, preparation and follow up
• Making travel and conference arrangements for attorneys
• Administration of legal department billing system using PC law, including assisting attorneys with time entry, monthly billing, and production of reports
• Assisting attorneys with filing of expense reimbursements
• Ordering and maintaining office supplies, books and resource materials, and overall organization and maintaining professional appearance of office legal department office space
• Manage administrative details of hiring legal interns, including coordination with HR and IT departments
• Maintain and reconcile Legal Department bank accounts
• Maintain and reconcile Legal Department travel and expense reports
• Obtaining internal signatures for documents
• Handling mail and mailings

Knowledge, Skills and Abilities:

• Basic knowledge of corporate entities and real estate transactions
• Familiarity of recording, title and survey matters is a plus
• Ability to write clearly and draft simple letters and basic documents
• Strong written and verbal communication skills
• Detail oriented with ability to prioritize, handle multiple tasks and meet deadlines
• Ability to work independently and as part of a team
• Excellent organizational and filing skills
• Excellent command of Microsoft Office (particularly WORD and Excel) and other computer applications
• Proficient typist (minimum 60 wpm touch typing)

Education & Experience:

• Bachelor Degree and/or Paralegal Certification preferred
• 3-5 years of legal administrative and/or paralegal experience
• Interest in affordable housing, community development and working with non-profit organizations a plus

Salary to be $60K and above based on experience.

The Community Builders, Inc. is committed to ensuring diversity in its workplace, and candidates from diverse backgrounds are strongly encouraged to apply.