The posting
Greenberg Traurig (GT), a global law firm with locations across the world in 15 countries, has an exciting employment opportunity for you. We offer competitive compensation and an excellent benefits package, along with the opportunity to work within an innovative and collaborative environment.
Join our Corporate team as a Legal Support Specialist located in our San Diego office.
We are seeking a highly skilled professional who thrives in a fast-paced, business driven environment. Excellent communication skills are essential for collaborating effectively across teams and delivering exceptional client service. The ideal candidate demonstrates strong problem-solving skills, ensuring accuracy, efficiency, and high-quality results in all aspects of their work. With a dedicated work ethic and a can-do attitude, you will take challenges with confidence and resilience. If you are someone who demonstrates initiative, adaptability, and innovation, we invite you to join our team.
This role will be based in our San Diego office with an opportunity to work a hybrid schedule where the schedule is split between in office and work from home based on the needs of the practice group. Regular in-office presence is required for day-to-day operations, as well as for team meetings, training opportunities, and relationship building. This role reports to the Business Director.
Position Summary:
This position supports up to three or more attorneys in a secretarial capacity. Provides a wide range of administrative, clerical and document processing services in the assigned department(s). Prepare legal documents and correspondence such as stock purchase agreements, shareholder agreements, stock certificates, SEC documents, bylaws, articles of incorporation and minutes maintenance, minute books and filing with the Secretary of State. M&A and experience handling securities filings. Candidate should also be flexible to work overtime as needed.
Key Responsibilities:
- Maintains legal files (both paper & electronic), organizes and files documents in designated order, as well as prepares, keyboards, enters, proofreads and processes legal and administrative correspondence
- Processes time entry, opens new matters, drafts engagement letters and audits responses, makes travel arrangements, processes reimbursement expenses, maintains calendar, collates information, writes reports, prepares agendas, reviews and prepares billing invoices, and other administrative duties, as needed by the department
- Manages phone lines for supported attorneys, fields calls and conveys messages as necessary
- Communicates with clients, opposing counsel, courts, and liaisons
- Updates case information, scans documents, keyboards legal documents, and conducts research
- Manages document deliveries and tracks final executed documentation. Assists in preparing closing transcripts and legal documents to database for ongoing transactions
- Performs receptionist tasks as backup to regular receptionist. Assists with overflow work and other projects as assigned
- Performs overflow typing, filing, or photocopying as time permits and as requested by other attorneys
- Coordinates and manages multiple transactional closings including, private company financings, mergers and acquisitions, joint ventures, real estate acquisitions, dispositions, and financings, and strategic investments. Assists with drafting board and shareholder resolutions; assists with due diligence procedures, online and factual searches; organization of due diligence materials
- Assists with entity formation, including corporate name availability and reservation thereof; assists with drafting of corporate organizational documents; assists with operations of corporations and corporate records maintenance; prepares foreign qualifications, dissolutions and withdrawals
- Assists with the preparation and filing of UCC filings including continuation and termination statements; analyzes UCC search results; researches filing requirements in various states; calendars expiration dates
- Preparation and filing of documents and forms for ongoing corporate operations, including directors and shareholders’ resolutions, amendments to articles of incorporation and bylaws, applications for authority to do out-of-state business
- Prepares stock option agreements and stock certificates; maintains stock ledgers and capitalization tables
- Reviews and analyzes lien search reports and intellectual property search reports and prepares intellectual property filings
- Prepares all documents required to form corporations, partnerships and limited liability companies
- Prepares documentation for amendments, withdrawals, mergers and dissolutions of corporations, partnerships and limited liability companies
- Prepares qualification documents for foreign jurisdictions
- Drafts secretary's certificates, bylaws, operating agreements and resolutions, drafts secretary's certificates, bylaws, and resolutions
- Maintains entity minute books and entity ledgers for various clients; Prepares applications for federal employer identification numbers
- Redlines and proofreads documents; drafts audit response letters
- Conducts research and performs library and online searches; retrieves reference materials from outside libraries that may not be readily available
- Assists in real estate due diligence, including title and survey review, and the preparation of lease abstracts
- Coordinates closing details with title companies and escrow agents
- If required, prepares SEC filings, both corporate and Section 16, and with regard to securities offerings; respond to the requirements of the Securities Acts of 1933 1934 filings; prepares Rule 144 opinion letters; assists with preparation and organizations of documents related to public company transactions; draft Form S-8s
- Assists with other department activities as needed, and performs additional duties and responsibilities as assigned
Qualifications:
Skills & Competencies
- Established understanding of corporate securities practice specific procedures as they relate to corporations, partnerships and individuals
- Comprehension of a variety of legal court documents, including complaints, answers, rulings, judgments, affidavits, motions, reports, memos and correspondence
- Ability to maintain high standards, use good judgment and seek out ways to contribute and anticipate needs
- Strong attention to detail, organizational skills and ability to manage time effectively
- Excellent interpersonal skills, communication skills and the ability to collaborate well in a team
- Position also requires the ability to work under pressure to meet strict deadlines
Education & Prior Experience
- Bachelor’s Degree or equivalent experience is preferred
- Minimum 3-5 years of experience as a legal secretary working in a business law practice is required, with exposure to corporate securities work preferred
Technology
- Proficiency with Windows-based software and Microsoft Word, Excel and Outlook required.
- Exceptional computer skills with the ability to learn new software applications quickly.
- Understanding of AI capabilities, limitations, and responsible use in a professional environment.
- Familiarity with, or willingness to learn, firm-approved AI tools (e.g., Copilot, ChatGPT, or similar platforms) to support daily workflow and/or improve work quality.
Physical Requirements:
- While performing the duties of this job, the employee is occasionally required to move from workstation or desk throughout the work area to work independently or with a team to meet with colleagues or supervisor and retrieve work assignments.
- This position may also be sedentary and require the employee to sit for extended periods of time.
- Requires manual dexterity to use a phone, enter data into a computer, handle objects, and use office equipment.
- Some filing is required and this would entail the ability to lift files, open filing cabinets, and bend or stand as necessary.
The expected pay range for this position is: $42.50 - $52.50/ hour
Actual pay will be adjusted based on experience, location, and other job-related factors permitted by law. Full time employees may be eligible for a discretionary bonus, health insurance with an optional HSA, short term disability, long term disability, dental insurance, vision care, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, 401K, vacation, sick time, and an employee assistance program. Additional voluntary programs include: voluntary accident insurance, voluntary life, voluntary disability, voluntary critical illness and cancer insurance and pet insurance. Commuter and Transit programs may also be available in certain markets.
We will consider for employment qualified applicants with arrest or conviction records and will conduct a criminal background check if a conditional offer is extended in a manner consistent with applicable federal, state, and local laws. This is applicable to the California Fair Chance Act, Los Angeles and San Francisco Fair Chance Ordinance, and the Philadelphia Fair Chance Hiring Law for Employers.
GT is an EEO employer with an inclusive workplace committed to merit-based consideration and review without regard to an individual’s race, sex, or other protected characteristics and to the principles of non-discrimination on any protected basis.
