Project Assistant

Troutman Pepper Locke LLP; San Diego (CA); Hybrid; USD 43,000 - 75,000; Full time

Job summary

Troutman Pepper Locke LLP in San Diego, CA is seeking a Project Assistant in the Finance & Banking practice to support attorneys and paralegals, ensuring consistent service during peak workloads. The role emphasizes learning established procedures, supporting daily operations, and delivering accurate client service, including handling invoices and matter openings.

The position requires attention to detail, discretion, and the ability to work both independently and as part of a team across

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Experience in a law firm, corporate services, or professional services environment preferred.
• Familiarity with closing workflows and document management systems a plus.

Responsibilities

• Assist with preparing, submitting, and tracking UCC filings and searches, and distribute confirmations and copies.
• Prepare and submit financing statements and post closings.
• Review lien searches, lien search charts, and closing checklists for accuracy.
• Prepare closing packages and perform quality-check reviews.
• Transmit signature packets via DocuSign and manage associated documents.
• Review insurance certificates and subscription agreements.
• Organize invoices, prebills, and vendor payments; track billable time.

Skills

Attention to detail

Organizational skills

Communication

Teamwork

Discretion

Learning agility

Education

Bachelor’s degree

Tools

DocuSign

iManage

Intapp

Microsoft Office

Job description

We are always seeking talented, motivated, growth-minded, and creative individuals. Our firm is committed to providing employee support and advancement, while embracing inclusion and innovation as keys to a stronger future. We invite you to explore the position below and to submit your application to join our team! The Project Assistant in the Finance & Banking practice group works closely with attorneys and serves as a backup resource to paralegals and legal support professionals, helping to maintain consistent service delivery during peak workloads and staff absences. The Project Assistant focuses on learning established procedures, supporting the group's daily operations, and ensuring the efficient and accurate delivery of services to both internal and external stakeholders. This position includes an annual billable hour requirement.

Essential Responsibilities

• Assist with preparing, submitting, and tracking UCC filings and searches, along with obtaining and distributing confirmations and file copies.
• Assist with preparing and submitting financing statements and post closings.
• Assist with ordering and reviewing post-closing searches, closing checklists, ancillary documents, and consistency letters.
• Assist with preparing closing packages and performing quality-check reviews.
• Assist with compiling and transmitting signature packets via DocuSign.
• Assist with reviewing insurance certificates and subscription agreements.
• Assist with ordering and reviewing lien searches and drafting lien search charts.
• Assist with ordering and reviewing good standing certificates and articles of incorporation.
• Assist with conducting judgment, tax, and litigation searches.
• Assist legal support professionals with reviewing prebills; drafting and tracking status of invoices; opening new matters; organizing and submitting vendor invoices for payment.
• Maintain organized records, calendars, tickler systems, and trackers in firm databases and document management systems; follow established procedures, workflows, and deadlines; and provide coverage and support for other team members as needed.
• Accurately track and record client-billable time to meet minimum billable hour requirements.
• Maintain strict confidentiality of all firm and client information.

Required Knowledge, Skills, and Abilities: Familiarity with UCC filings and searches, with a willingness to develop deep proficiency over time. Strong attention to detail, organizational skills, and follow-through, with the ability to manage multiple tasks and competing priorities under supervision. Clear and professional written, verbal, and interpersonal communication skills, with a responsive client-service mindset and sound professional judgment. Ability to work effectively in a team environment, proactively seek guidance when appropriate, and elevate questions or issues as needed. Demonstrated commitment to confidentiality, regulatory compliance, and adherence to firm policies and procedures. Ability to work efficiently both independently and collaboratively to support consistent and efficient workflow processes. Ability to perform effectively across remote, hybrid, and in-office work environments. Ability to quickly learn and effectively utilize firm systems and technology platforms, including iManage and Intapp.

Required Education: Bachelor’s degree or a combination of education, training, and experience that demonstrates the ability to perform the essential duties of the position.

Preferred Education: N/A

Certification(s): N/A

Required Qualifications

• Minimum two (2) years of experience in a law firm, corporate services, or professional services environment beneficial.
• Experience with corporate filings and document management systems.
• Experience with DocuSign, SimplyAgree, or other similar tools used to manage closing workflows.
• Proficiency in Microsoft Office applications (e.g., Word, Excel, Outlook, Teams).

Preferred Qualifications: N/A #LI-Hybrid

The Firm will comply with any applicable city or state workplace mandates in effect in regards to Covid-19.

This position description is intended to describe the general content of and requirements for the performance of the job. The statements contained in the position description are not necessarily all-inclusive and additional duties and responsibilities may be assigned as determined by business needs. This position description does not constitute a written or implied contract of employment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. By applying for this position, you agree and understand that Troutman Pepper Locke will process your Personal Information pursuant to the terms of our Worker and Applicant Global Privacy Notice. If you have questions about our data handling practices, or you are a resident of California, the United Kingdom, or the European Union and wish to exercise your privacy rights, please contact us at [e-mail].

Equal Employment Opportunity

Troutman Pepper Locke adheres to a policy of equal opportunity and will make all employment decisions, which include hiring, promotion, transfer, demotion, evaluation, compensation and separation, without regard to race, color, religion, sex, age, sexual orientation, gender identity or expression, national origin, pregnancy, citizenship, disability, genetic information, marital or armed forces status and any other classification as protected by law.

Compensation is dependent on several factors, such as position, location, market, education, training, and/or experience. Hiring Salary Range: $43,000.00 - $75,000.00

About Us

Your experience is our difference. We aim to make a tangible and lasting difference for you and your business. As a client of our firm, you can expect us to be ahead of the curve in your industry, start closer to the right answer on your issue, and create more value. What drives you, drives us. Troutman Pepper Locke helps clients solve complex legal challenges and achieve their business goals in an ever-changing global economy. As a firm of more than 1,600 attorneys in 35 offices in the U.S., UK, and EU, including the 10 largest U.S. legal markets, we serve clients ranging from multinational companies to new market entrants across all major industry sectors, and offer differentiated experience in energy, financial services, health care and life sciences, insurance and reinsurance, private equity, and real estate. We put clients first. This service ethic manifests itself in everything we do, including through Troutman Plus, our market-leading client value program. Through Troutman Plus, we collaborate with clients to understand their unique needs and deliver customized solutions that add real value to their business. A true service culture thrives on an inclusive environment of mutual support and collaboration — values we emphasize at every level of our firm. Delivering the best service to you depends on a work environment that embraces respect, inclusiveness, and teamwork, empowering every individual to contribute. The best ideas emerge when everyone has a seat at the table. Corporate responsibility is central to our mission as we reach out to the communities we serve in meaningful partnerships and pro bono work. Individuals and groups firmwide contribute time and talent to the civic, cultural, charitable, educational, and professional organizations that matter to them.