Administrative Assistant - Simon Property Group : Job Details

Job Location:

Corporate Indianapolis

PRIMARY PURPOSE:

As a key member of the Legal Leasing Department, the ideal candidate will provide primary support to the Attorneys in all phases of the negotiation/documentation process pertaining to leases and related matters. Assisting as required in follow-up communication to expedite the document negotiation process; periodic printing/distribution of reports as required; maintenance of a variety of administrative documents, and telephone/messaging. Providing primary support for at least two Attorneys, while supporting the Leal Leasing team as directed, with an overall goal of maintaining a professional, customer service demeanor at all times.

PRINCIPAL RESPONSIBILITIES:

The successful candidate's responsibilities will include, but not be limited to:

* Drafting and revising legal documents (e.g. lease agreements, and ancillary documents) in accordance with all corporate/departmental policies and procedures

* Monitoring the Legal Deal Status Report, confirmation of approval status and forwarding to Attorneys

* Utilize internal platform templates to initiate legal documents and workflows, ensuring that the legal document is accurate

* Review of Fact Sheets and Tenant information to provide to the Attorneys

* Ensure the accurate input of deal specific information into legal documents, including verification of property specific details

* Use of advanced Microsoft Word functionalities

* Establish and maintain digital or physical filing system

* Establish a consistent communication process ensuring that appropriate milestones and tasks are completed

* Assist with follow-up communications with tenants and Leasing personnel

* Responsible for administering DocuSign for Execution of the Lease Documents

* Serve as the communication gatekeeper for all external and internal communication

* Participating in department mail distribution rotation and processing as needed

* Other Administrative functions (i.e. scheduling, mail processing, calendar and phone maintenance, travel arrangements and other tasks as needed)

MINIMUM QUALIFICATIONS

* Proficient to Advanced experience in Microsoft Word

* Knowledge of Excel

* Knowledge of Lotus Notes

* Excellent verbal and written communication skills

* Flexibility and a willingness to assist others or address high priority matters as needed

* Ability to work independently without direct supervision

* Self-motivated and problem-solving experience

* Excellent time management/organizational skills

* Ability to meet deadlines and work well under pressure