Legal Assistant

Legal Assistant Position

Fiddler's Creek is an award-winning, private, master-planned community featuring exceptional luxury residences in a beautiful tropical setting. We are seeking a legal assistant to support our deputy counsel and general counsel who is extremely organized, with exceptional attention to detail, can manage multiple projects simultaneously, and who can work independently, as well as part of a team.

Position responsibilities include:

• Dealing with handling association business, action items, and homeowner requests received by telephone, in person, in writing, or via email.
• Strong customer service abilities- courteously answering calls and email correspondence.
• Maintaining association records, documents, and homeowner correspondence consistent with Florida statutes, and with relation to association business procedures and customer relations management system. Updating, annually, all statutory disclosure documents with association assessment and CDD information (including disclosures pursuant to Chapters 718 and 720, Florida Statutes).
• Compos[ing] correspondence and communication for association business. Keeping all records in good order and updated as needed. Making electronic copies and indexing all correspondence and other printed materials.
• Arranging conference calls, meetings, and regularly scheduled board meetings of respective associations with the respective management company. Preparing and/or reviewing agendas and assuring that the association maintains meeting minutes.
• Providing meeting packets to board members and owners as required. Preparing annual members' meeting notices, proxies and agendas. Coordinating board and member meetings with the management company.
• Attending all Fiddler's Creek Foundation ("Foundation") advisory meetings, CDD meetings and Foundation board meetings, as well as attending community events as needed.
• Performing/directing administrative and management duties as requested by the Foundation Board of Directors.
• Working with the membership office (for the Foundation) as needed to assist new home buyers and real estate professionals with required membership documents, including organizing all club documents (i.e., membership agreements and addenda, and other club documents transmitted to Foundation club members).
• Organizing all documents, to include membership agreements and addenda, marina slip license agreements, etc.).
• Assisting in the architectural/design review process including interaction with homeowners, board members, and the Design Review Committee. Preparing and organizing responses to DRC submittals. Logging and cataloging all submittals from the DRC and documents reviewed/provided to ensure consistency and efficiency.
• Updating and maintaining the corporate records of all Gulf Bay and Fiddler's Creek entities with forms prepared by Legal.
• Performing or assisting with any operations as required to improve the processes and procedures of the organization.

Education/experience/other requirements include:

• 5+ years' experience as an assistant, preferably a legal assistant or experience in a law firm, preferably litigation, real estate and/or Condo and HOA matters.
• Strong interpersonal skills, along with ability to communicate effectively with all levels within the organization.
• Strong research and writing skills.
• Ability to multitask and manage deadlines.
• Ability to work independently with little to no supervision.
• Conducting business at all times with the highest standards of personal, professional and ethical standards.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensuring all safety precautions are followed while performing duties.
• Following all policies and standard operating procedures.
• Performing any range of special projects, tasks and other related duties as assigned.

Physical demands – ability to:

• Grasp, lift, push/pull, carry or transport up to 15 lbs.
• Reach with hands and arms, bend stoop, kneel, crouch or crawl.
• Sit, stand and walk for the length of scheduled shift.
• Express and exchange ideas by means of the spoken word accurately, loudly and quickly.
• Perceive the nature of sounds at a normal speaking level and make fine discriminations in sound.
• Have visual acuity to determine accuracy, neatness and thoroughness of the work assigned.
• The noise level in the work environment is usually moderate.