Executive Legal Secretary

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).

Senior Legal Executive Secretary (Corporate & Real Estate Transactional)

Location:

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

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.

• 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, Lexis Nexis, 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

• 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…