Senior Legal Secretary
3 days ago
Pasadena
D3 Search is seeking a Legal Secretary (corporate transactional & real estate transactional) on behalf of a highly respected law practice with its headquartered office in Pasadena, CA (91101). Position Title: Legal Secretary (Corporate Transactional & Real Estate Transactional) • Note: 5+ years relevant corporate & real estate transactional legal secretary experience. Location/Map: Pasadena, CA (91101) Employer Work Model: Onsite work model (M-F). Position Summary: The ideal Corporate and Real Estate Legal Assistant candidate will have a strong background in general business and / or real estate transactional administrative support and paralegal work as well as deeper experience in at least one of the following areas: organizational governance documentation; Mergers & Acquisitions; equity offering; secured financing transactions; real estate acquisitions, dispositions and closings; commercial leasing; and title review. This is an administrative support and paralegal role, with both nonbillable and billable assignments. Successful candidates will have a willingness to train in other areas and expand their knowledge across a broad range of transactional work. This position supports the firm's Managing Partner. Duties and responsibilities (Administrative / Executive Secretarial Support): • Create, proof, edit and finalize documents, • Create, proof and revise correspondence, memoranda, engagement letters, waiver of conflicts and other legal documents, and fix formatting issues for documents created incorrectly, • Scan and photocopy documents, send documents to clients via mail or email as requested, • Maintain electronic files in document management system, as well as hard copy files, • Prepare new client matter forms, initiate conflict checks, open and set-up new client files, • Maintain attorney CLE records and certificates of attendance and keep file of same, • Maintain attorney calendars, confirm appointments, prepare files for meetings with clients, • Enter calendar deadlines in firm calendaring program and monitor deadlines, • Schedule conference calls and make travel arrangements, • Prepare travel expense reports and submit reimbursement requests to Accounting Department, • Maintain and update attorney contact lists, • Open incoming and interoffice mail, review for content and direct accordingly, • Enter, revise and balance attorney time on billing system, mail or email monthly invoices to clients, work closely with Accounting Department to resolve client billing issues, • Communicate with clients directly or as requested by attorneys, • Create, modify, and finalize presentation materials for webinars, seminars, and training purposes Corporate-Transactional: • Helps to prepare, organize and/or revise drafts of legal documents for lawyer review in Mergers &, • Acquisitions, equity offerings, and secured financing transactions including, but not limited to:, • Documents related to the formation, operation and dissolution of various business entities, • Ancillary documents related to financing and M&A transactions, • UCC financing statements, • Assist with SEC filings including Form D filings, confidential treatment requests, and Registration Statements, • Compile, analyze, and summarize information for lawyer review as it relates to transactions, • Perform corporate and securities law research using Westlaw, LexisNexis, and similar online research services, • Organizing and reviewing due diligence materials Real Estate Transactional: • Manages the legal due diligence process, ordering/obtaining and organizing all title documents, reports,, • property inspections, and leases in real estate related transactions, • Manages escrows for purchase/sale transactions. Assist in closing transactions, • Prepares first draft of leases, lease amendments and lease renewals; and prepares abstracts of new leases, • Prepares draft purchase and sale contracts, • Revises confidentiality agreements, estoppel certificates, third party approval requests, real estate post-closing items, brokerage listing agreements etc., • Assists with due diligence investigations and preparation of reports for clients and lawyers, • Assists with post-closing matters, • Prepares subscription agreements for real estate and alternative investments, limited partnership agreements, LLC operating agreements, non-disclosure agreements, estate planning transfer agreements, loan documents, and amendments to lines of credit, and provides legal support to business partners General Organization and Governance: • Maintains organizational records and assist with organizational governance matters, • Ensures accurate and timely review, execution and filing of all organizational compliance and governance documents, • Assists in building and maintaining business clients with critical stakeholders, both internal and external, • Conducts legal research and provide support to attorneys as needed Qualifications: • High School Diploma or GED equivalent required, • Paralegal Certificate or equivalent to satisfy California Business & Professions Code Section 6450, • Bachelor's Degree Preferred, • Minimum five (5) years relevant experience in an active law firm Real Estate and/or Corporate Business Department or similar experience in an in-house department with a high transaction volume, • Strong background in general business and / or real estate transactional administrative support and paralegal work as well as deeper experience in at least one of the following areas: organizational governance documentation; Mergers & Acquisitions; equity offering; secured financing transactions; real estate acquisitions, dispositions and closings; commercial leasing; and title review, • Highly organized, detailed oriented and able to produce an accurate work product, • Personable, approachable and possesses a high level of integrity and accountability, • Ability to work with multiple lawyers on multiple client matters at the same time, • Trustworthy and able to maintain absolute confidentiality in all client and firm matters, both within and outside of the firm, • Strong verbal and written communication skills, • Experience with Microsoft Office (Word, Excel & PowerPoint), • Experience with AIR-CRE (AI Real Estate Association) and CAR (California Association of Realtors) software preferred, • Notary or willingness to become a notary Annual Salary/Comp. Starting salary is up to 95K (DOE/DOQ) plus a comprehensive & robust benefits package, 401K, paid parking onsite, yearly reviews, lucrative annual bonuses, etc. If interested in this full-time/direct hire Legal Secretary role located in Pasadena, CA (91101), and you meet the above qualifications/requirements, please contact the following D3 rep.: Don Moser | D3 Search 📬 | ☎️ 213-785-2485 📡 D3 Legal Search LLC (aka D3 Search), and its clients are equal opportunity employers. Pursuant to local ordinances, we will consider qualified applicants with criminal histories in a manner consistent with the requirements of the Fair Chance Initiative for Hiring Ordinance.