Legal Support Specialist - Corporate

Greenberg Traurig (GT), a global law firm, has an exciting full-time employment opportunity for a Legal Support Specialist in the Corporate department of our San Diego office.  We offer competitive compensation and an excellent benefits package.

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. Experience in corporate real estate and real estate finance matters, as is experience with title/survey and easements. Candidate should also be flexible to work overtime as needed.

Duties & 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

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

Qualifications & Prior Experience:

• Bachelor’s Degree or equivalent experience is preferred

• Minimum 5-7 years of experience as a legal secretary working in a business law practice, with exposure to corporate securities work

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

• Exceptional computer skills with the ability to learn new software applications quickly

The expected pay range for this position is:

$34.24-$47.46/ 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.

Greenberg Traurig is committed to diversity and inclusion in the workplace. Individuals seeking employment at Greenberg Traurig are considered without regards to race, color, religion, sex, sexual orientation, gender identification, national origin, age, marital status, ancestry, disability, veteran status, or genetic information, among other protected bases.

Exemplifying our commitment to promoting inclusion and equity across our platform, the firm participates in the Mansfield Rule Certification Program (Mansfield). Mansfield, which is facilitated by The Diversity Lab, focuses on equal opportunity, fairness, and inclusivity. The Mansfield requirements are anchored in the consideration of expanded talent pools considered for select positions and open roles within the law firm and the implementation of and access to transparent processes. Utilizing the Mansfield framework, the firm’s progress and outcomes are measured and documented through Mansfield Certification Plus Metrics. In 2023, GT achieved Mansfield 6.0 Certification Plus. We are excited about our ongoing participation in Mansfield given the program’s alignment with the firm’s commitment to opportunities for advancement that are inclusive for everyone. Providing your data during the application process helps us with achieving our goals and with meeting reporting/record-keeping obligations under federal and state law and other legal requirements. Providing your data is entirely voluntary and will not be considered in the hiring process or thereafter. Any information that you do provide will be treated confidentially.