Legal Support Specialist

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 (Del Mar) office.

We are seeking a highly skilled professional who thrives in a fast-paced, deadline-driven environment. The ideal candidate possesses strong problem-solving abilities, ensuring efficiency and accuracy in every task. With a dedicated work ethic and a can-do attitude, you will take initiative and approach challenges with confidence and resilience. Excellent communication skills are essential for collaborating effectively and delivering exceptional client service. With a client-focused mindset and an initiative-taking approach, you will play a critical role in anticipating needs of the attorneys. 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 (Del Mar) office, on a primarily in-office basis (4 days in office). 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 and supports a Co-Managing Shareholder for the San Diego office, associates, and other members of the Firmwide team.

Position Summary

This position supports up to three or more attorneys in a secretarial capacity and sometimes at the level of a paraprofessional in more substantive tasks. Provides a wide range of administrative, clerical and document processing services. 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
• Manages document deliveries and tracks final executed documentation. Assists in preparing closing binders 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 intellectual property search reports and prepares intellectual property filings
• Prepares all documents required to form, amend, withdraw, merge and dissolve corporations, partnerships and limited liability companies, including preparation of documents required for foreign qualification in various 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
• Maintains timely and accurate timekeeping records
• Retains day to day responsibility for performance of general paralegal duties
• Assists with other department activities as needed, and performs additional duties and responsibilities as assigned

Qualifications

Skills & Competencies

• Strong grasp of the Corporate practice area including procedures relating to corporations, partnerships, individuals, and more
• Skilled in handling administrative tasks such as attorney time entry, travel arrangements and processing invoices and expenses
• High attention to detail, outstanding organizational skills and the ability to manage time effectively
• Excellent interpersonal and communication skills (oral and written), professional demeanor and presentation
• Ability to collaborate well in a team
• Recognize confidential, sensitive, and proprietary information and maintain such information as confidential
• Position also required the ability to work under pressure to meet strict deadlines

Education & Prior Experience

• Required: Qualifications as a Paralegal as pursuant to the California Business & Professions Code §6450. Further, at least 10 or more years of experience in the corporate practice area as a paraprofessional or legal assistant, preferably with an AMLAW-100 law firm.
• Preferred: Bachelor’s Degree or equivalent experience
• Necessary for Success: Computer proficiency in Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook, as well as document management and other office technologies. Knowledge of laws, legal codes, or agency rules of assigned practice group/dept. General knowledge of corporate transaction documents.

Technology

• Computer proficiency in Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook, as well as document management and other office technologies

The expected pay range for this position is:

$ 35.62 to $42.99 per 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 long term care, voluntary critical illness and cancer insurance and pet insurance.  Commuter and Transit programs may also be available in certain markets.

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.