Transactional Secretary

We are seeking a detail-oriented and experienced Real Estate Transactional Secretary to join our San Rafael office. You will provide essential administrative support to our attorneys.  This role requires exceptional attention to detail, strong editing and proofreading skills, and the ability to manage multiple attorney requests. The ideal candidate will have extensive experience in document preparation, revision, and coordination in a fast-paced environment.

Key Responsibilities

Document Management & Preparation

• Draft, edit, revise, and redline purchase agreements, sale contracts, lease agreements, and related real estate documents
• Review and proofread all transactional documents for accuracy and completeness
• Maintain organized transaction files and document version control
• Maintain confidentiality and exercise discretion in handling sensitive information

Client Communication & Administrative Support

• Provide general administrative support, including answering phone calls, managing emails, and handling office correspondence.
• Maintain client files and ensure confidentiality of sensitive information

Required Qualifications

Experience & Skills

• Minimum 2-3 years of experience as a  secretary.

• Proven experience as a secretary or in a similar administrative role, preferably in the field of commercial real estate.

• Proficient in using legal software (NetDocuments, Draftable and Prolaw) and MS Office Suite (Word, Excel, Outlook, PowerPoint).

• Excellent written and verbal communication skills.

• Exceptional organizational and time management abilities, with the ability to prioritize tasks effectively.

• Attention to detail and accuracy in work.

• Ability to work independently and as part of a team in a fast-paced environment.

• Extensive experience with document editing, revising, and redlining

Technical Requirements

• Advanced proficiency in Microsoft Word, Excel, and Adobe Acrobat

• Familiarity with document comparison and redlining tools

• Typing speed of at least 65 WPM with high accuracy

Personal Attributes

• Exceptional attention to detail and accuracy

• Strong organizational and time management skills

• Ability to work independently and manage multiple transactions simultaneously

• Professional written and verbal communication skills

• Ability to work under pressure and meet tight deadlines

• Discretion and maintenance of client confidentiality

Preferred Qualifications

• High School Diploma or equivalent
• 3+ years of secretarial or word processing experience

Working Conditions

• Full-time position based in our San Rafael office

• Standard business hours 

Compensation & Benefits

• Competitive salary commensurate with experience

• Comprehensive health, dental, and vision insurance

• Retirement plan with company profit-sharing contribution

• Paid time off and holidays

• Parking provided