Executive Legal Secretary

D3 Search; Pasadena (CA); On-site; USD 85,500 - 104,500; Full time

Benefits offered by this job

Comprehensive benefits package

401K

Paid parking onsite

Yearly reviews

Annual bonuses

Job summary

A respected law firm in Pasadena, CA is seeking a Senior Legal Executive Secretary with a strong background in transactional administrative support. The ideal candidate will have at least four years of experience in commercial real estate or corporate law, possess excellent organizational skills, and be proficient in Microsoft Office. This position offers a starting salary of $95K plus bonuses and a robust benefits package. The role requires managing multiple lawyers and client matters, ensuring confidentiality and accuracy in all work.

Qualifications

• Minimum four years relevant experience in a law firm or in-house department.
• Highly organized with attention to detail.
• Ability to work on multiple client matters simultaneously.

Responsibilities

• Create and finalize legal documents and correspondence.
• Maintain attorney calendars and manage schedules.
• Assist with SEC filings and legal due diligence.

Skills

Organizational governance documentation

Mergers & Acquisitions

Strong verbal communication

Detail oriented

Microsoft Office (Word, Excel, PowerPoint)

Education

High School Diploma or GED

Paralegal Certificate

Tools

Westlaw

LexisNexis

AIR-CRE software

CAR software

Job description

Overview

D3 Search is seeking a Senior Legal Executive Secretary (corporate & real estate transactional) on behalf of a highly respected law practice with its headquartered office located in Pasadena, CA (91101).

Position Title

Senior Legal Executive Secretary (Corporate & Real Estate Transactional)

Location/Employer

Location: Pasadena, CA (91101). Employer prefers fully onsite work model (Monday - Friday) but may flex to 4/1 work model.

Position Summary

The Senior Corporate & Real Estate Transactional Legal Executive Secretary 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 a Senior Legal Executive Secretary role paired with the firm\'s Managing Partner, 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.

Duties & 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
• Help 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
• Manage the legal due diligence process, ordering/obtaining and organizing all title documents, reports, property inspections, and leases in real estate related transactions
• Manage escrows for purchase/sale transactions. Assist in closing transactions
• Prepare first draft of leases, lease amendments and lease renewals; and prepares abstracts of new leases
• Prepare draft purchase and sale contracts
• Revise confidentiality agreements, estoppel certificates, third party approval requests, real estate post-closing items, brokerage listing agreements etc.
• Assist with due diligence investigations and preparation of reports for clients and lawyers
• Assist with post-closing matters
• Prepare 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 provide legal support to business partners

Qualifications

• High School Diploma or GED equivalent required
• Paralegal Certificate or equivalent to satisfy California Business & Professions Code Section 6450
• Minimum four (4) 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, detail 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

Compensation & Benefits

Starting salary is 95K + sign-on bonus (DOE/DOQ) plus a comprehensive & robust benefits package, 401K, paid parking onsite, yearly reviews, lucrative annual bonuses, etc.

How to Apply

If interested in this Senior Legal Executive Secretary role located in the heart of Pasadena, CA (91101), and you meet the above qualifications/requirements, please contact the following D3 rep:

Don Moser | D3 Search

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.