Administrative Assistant, Legal (On-site)

Who you are:

Hometaps Legal team and broader operations rely on a steady on-site presence to keep contracts original documents mail and day-to-day office activity moving. Youll coordinate signature pages notarize documents manage the Legal & Compliance Service Desk handle mail and deliveries maintain our physical document repository and keep the office organized and stocked. Youll work across Legal Investment Support HR and Finance as the person teammates rely on to make things happen on-site.

This is a full-time hybrid role on-site four days per week in our Boston office. Hometap operates as a remote-first company which means our Back Bay office is primarily used for administrative functions rather than general team workspace. Youll be the consistent on-site presence working independently most days while staying closely connected to colleagues across the company through Slack email and regular virtual touchpoints with the Legal team and other partners.

What youll do:

Office operations

• Receive sort and traffic incoming mail deliveries and confidential correspondence
• Deposit checks and handle daily outgoing mail including overnight packages
• Manage company inventory including swag
• Regular administrative tasks such as shredding documents office tidying and serving as a point of contact at Hometaps physical location
• Provide general clerical and project support across Legal Investment Support Sales HR and Finance

Legal and compliance support

• Coordinate the Legal & Compliance Service Desk triaging incoming requests and routing them to the right attorney or stakeholder
• Coordinate the preparation and execution of signature pages through DocuSign and in-person signings
• Handle data entry for tracking and reporting maintaining organized document logs and records
• Handle route and notarize original hard-copy documents; Serve as a commissioned Notary Public to authenticate documents as needed
• Maintain and organize physical legal documents bonds and certificates stored in secured locations including safety deposit boxes and internal safes
• Assist with contract execution and repository management
• Support due diligence requests by gathering organizing and tracking responsive documents
• Support the team in preparation and formatting of presentations and materials
• Proofread documents and correspondence for accuracy and execute routine and templated document revisions

What you bring:

• 2 years of administrative office coordination or legal support experience
• Strong organizational skills and a high level of attention to detail especially when handling sensitive or time-bound documents
• Sound judgment and discretion when working with confidential information
• Clear written and verbal communication across Slack Gmail and phone
• Proficiency with Microsoft 365 Google Workspace and DocuSign (or comparable e-signature tools)
• Experience with ticketing or task management systems and comfort using databases or records managements systems; ability to learn new technologies quickly
• A proactive self-directed approach to keeping the office running and getting ahead of what the team will need
• Ability to be on-site in our Boston office four days per week
• Ability to lift packages of 20 pounds and to sit or stand for extended periods
• Current Notary Public commission or willingness to become commissioned (Hometap will sponsor)