Firstrust Bank

Administrative Assistant I

Job ID
# Positions
Pay Status
Hourly / Non-Exempt



This position reports to the Legal Department, and on a day-to-day basis, will take instructions primarily from Executive Vice President and General Counsel and as required, SVP and Sr. Associate Counsel and/or work independently on specific duties including but not limited to:


Firstrust Bank is an Affirmative Action Contractor and is an Equal Opportunity Employer.






Assists in addressing customer/prospect needs (as needed) including directing customer/prospects to appropriate employees or departments of Firstrust with respect to inquiries on Firstrust products or services

Attachments and Subpoenas.

  • Maintain and update Procedure Book for this function.
  • Create files and maintain records for Attachments and Subpoenas.
  • Send out requests for information.
  • Perform account reviews, place holds on appropriate accounts and customer notification.
  • Request release of holds on customer accounts as appropriate.
  • Prepare Answers to Interrogatories in Attachment for review and signature of attorney and filing with the court within the required timeframe.
  • File Dissolution of Attachments, etc. with the court.
  • Subpoenas - Prepare and send out letters to customers and requestors. Review, copy, and send out loan information.
  • Assist Customers who have questions concerning legal holds on their accounts.
  • Respond to questions from Attorneys, District Attorneys, etc. regarding their Attachments or Subpoenas.
  • Assist Account Services and Sr. Associate Counsel on an as needed basis regarding the processing of Attachments and Subpoenas.
  • Maintain records (computer and hard copy files) of the foregoing for future reference and problem resolution.
  • Attend webinars and other courses to keep current with changes in the law regarding Attachments and Subpoenas.

Loan Closings

  •  Assist attorney with organization and requests for due diligence in connection with loan closings (i.e. order and track search requests, follow up on requests for insurance, and requests for title insurance, as applicable).
  • Assist attorney with preparation for closing (i.e. organize loan documentation for loan closings, organize checklist items).
  • Prepare electronic and hard copy legal binders with the oversight of closing attorney.
  • Maintain due diligence file along with legal binders maintained in legal department.
  • Follow up and tracking for recorded loan documents, loan policies, post-closing items and check recorded documents and final loan policies for accuracy before presenting to closing attorney for final review.
  • Correspond with relationship manager (“RM”) and RM for any post-closing matters, title company, recording offices (as applicable)
  • Board Policies
  • Assist in gathering certifications and policies from Bank and FFR employees for review by Sr. Associate Counsel.
  • Assist in the organization of the Annual Board Policies, assemble books and make copies for annual meeting.
  • Invoices for Legal Expenses/Legal Department
  •   Prepare check request forms for approval by attorney.
  • Obtain checks from Accounting Department and forward to payee.
  • Maintain Legal Expense accounting records and files.
  • Prepare Quarterly Legal Expense Summary.




  • Litigation Support – assist responsible attorney with filings, and service for litigation matters and assist with organization of litigation file.
  • Legal Department Document Management – Prepare files and code for off-site storage, enter codes into Docusafe website, maintain document storage list, retrieve files as needed.
  • Maintain and update the Audit Report Binder.
  • Collect and distribute mail for Suite 500.
  • Place supply orders for Suite 500.
  • Maintain library of relevant publications, treatises, and periodical publications as requested.
  • Complete Banker’s Training Courses related to job duties and/or as required (provided on-line).
  • Cross training to provide coverage for vacations and other absences.


Receptionist Desk/Suite 500


Provide front desk coverage on Board Meeting days and for other special meeting dates.

Essential Functions

While performing the essential functions of this position, the employee is regularly required to operate a computer terminal with repetitive motion. Physical requirements of this position are considered sedentary work involving preparing documentation, preparing and analyzing data and figures, viewing a computer terminal, extensive reading, telephone calls, and resolving inquiries.





Knowledge - Skills & Abilities




  • Associate’s degree in related field such as Accounting or Legal or equivalent work experience
  • At least three years’ experience in an administrative capacity
  • Ability to maintain confidentiality and professionalism
  • Excellent verbal and written communication skills
  • Intermediate proficiency in the Microsoft Office Suite (Word, Excel, Outlook) and Adobe.
  • Transactional (real estate transactions) experience preferred but not required.




Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
Share on your newsfeed