Temporary Legal / Transactions Administrative Assistant

Job Summary

The Temporary Legal / Transactions Administrative Assistant provides comprehensive support to Fairfield's Legal and Transactions Department, serving as a key contact for the company's acquisitions and legal processes. Responsibilities include preparing and managing legal documents, scheduling meetings, maintaining calendars, and notarizing paperwork.

The role requires strong organizational skills, attention to detail, and the ability to thrive in a fast-paced environment. Candidates should have at least 5 years of administrative experience, preferably in legal or real estate, and must be an active notary. Proficiency in Microsoft Office and Adobe, along with excellent communication skills, is essential.

This temporary position is available for an immediate start and is expected to conclude in late January or early February 2026.

Work Environment

This role is based on-site at our corporate office in the Sorrento Valley area of San Diego, CA, with a standard schedule of Monday through Friday. Candidates should currently reside within commuting distance of the office.

We also offer a part-time option for this role, with an on-site schedule of Monday through Wednesday, totaling 24 hours per week.

Please indicate your preference for full-time or part-time hours when submitting your application.

Key Responsibilities

• Provides comprehensive administrative support to Fairfield's Legal and Transactions Department.

• Demonstrates flexibility and adaptability in taking on evolving responsibilities and tasks.

• Serves as a primary point of contact for the Transactions and Acquisitions team within a large corporate environment.

• Prepares documents for signature and manages the execution and distribution of transaction-related materials.

• Maintains organized filing systems for legal and transactional documents.

• Integrates handwritten edits into formal agreements and correspondence.

• Drafts professional correspondence using company letterhead.

• Coordinates meetings, manages multiple calendars, and arranges travel as needed.

• Performs notarization of documents as required.

• Completes all company-mandated training within designated deadlines.

• Adheres to Fairfield's standards and complies with applicable health, safety, and legal regulations.

Education & Certifications

• High school diploma or equivalent required

• College degree preferred

• Real estate and/or legal certifications preferred

• Active notary commission required

Experience

• Minimum of 5 years supporting multiple team members in a fast-paced corporate environment

• Prior experience in legal and/or real estate transactions strongly preferred

Skills & Competencies

• Ability to remain composed and focused in a dynamic, fast-paced setting

• Strong organizational skills with the ability to manage and prioritize multiple tasks effectively

• Detail-oriented with a commitment to producing high-quality work under tight deadlines

• Flexible and capable of adapting to shifting priorities and responsibilities

• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat

• Typing speed of 70-80+ words per minute

• Excellent interpersonal, written, and verbal communication skills

• Self-starter who anticipates needs and takes proactive steps to address them

• Maintains confidentiality and exercises sound judgment with sensitive information

Other

This role may require additional responsibilities as assigned.

About Fairfield
If you're driven and seek a collaborative workplace that makes a difference, Fairfield might be the place for you. As a leader in the multifamily housing industry, we're passionate about creating exceptional apartment living. As we continue to grow, we're dedicated to investing in our people. Our culture is built on trust, support, and the drive to do great work. Whether you're launching your career or bringing years of experience, you'll find opportunities to make an impact, develop your skills, and be part of something bigger.

#LI-LISA

Estimated Rate of Pay:

$28.00 - $32.00

This position is non-exempt; the range above reflects hourly rates.

The pay range displayed for this position is determined by skills and experience required, location and job complexity*. Potential job offers may vary based on the skills, education, and experience an individual candidate holds. This range reflects base rate only, and does not include allowances, perks, commissions or bonuses applicable to this position (if any). In addition to base salary, Fairfield offers all full time associates the following, upon meeting eligibility requirements:

• Paid time off, paid holidays and sick days, paid time off for volunteering activities (optional)
• Matched 401(k)
• Medical, dental & vision insurance
• Flexible spending account
• Life insurance

* Pay range is a calculation based on a midpoint price. Fairfield complies with all wage and hour laws, including minimum wage and salary exempt requirements.

Job duties for this position include: work safely and cooperatively with others, including supervisors; adhere to performance standards despite stressful conditions; communicate effectively and respectfully to ensure exceptional customer service; and follow all federal, state, and local laws and Company policies. Criminal history may have a direct, adverse, and negative relationship with some of the material job duties of this position. These include the duties and responsibilities listed above, as well as the abilities to adhere to company policies, exercise sound judgment, effectively manage stress and work safely and respectfully with others, exhibit trustworthiness and professionalism, and safeguard business operations. Pursuant to the Los Angeles and San Diego County Fair Chance Ordinances, the California Fair Chance Act, and any other applicable law, we will consider for employment qualified applicants with arrest and conviction records.