Law firm Corporate Legal Secretary - SF

Are you a Corporate Legal Secretary in SF?  Would you like to work with one of the top law firms in the US?  If so, R & W Group has a fantastic new opportunity!  One of our favorite law firm clients is looking for a corporate legal secretary in SF to provide high-level administrative and legal support to attorneys.  This is an exciting opportunity for a proactive, detail-oriented professional who thrives in a fast-paced environment, enjoys building strong relationships, and takes pride in delivering outstanding client service. As a Corporate Legal Secretary, you would play a critical role in ensuring attorneys can focus on delivering exceptional legal work while you manage the administrative and operational details that keep matters moving forward. 
 
Key Responsibilities

• Prepare, edit, proofread, and format corporate agreements, transaction documents, board and shareholder resolutions, written consents, meeting minutes, and related correspondence.
• Assist with corporate formations, registrations, amendments, and dissolutions by preparing documents and coordinating filings with appropriate state agencies under attorney supervision.
• Maintain corporate minute books and entity records, including organizational documents, bylaws, operating agreements, resolutions, and ownership records.
• Support mergers, acquisitions, financings, and other corporate transactions by organizing documents, maintaining transaction checklists, and tracking deadlines.
• Coordinate document execution, including preparing signature packets, arranging electronic signatures, tracking outstanding signatures, and compiling executed documents.
• Assist with transaction closings by organizing closing materials, coordinating document delivery, and preparing electronic closing binders.
• Organize due diligence materials, maintain document indexes, and assist with uploading and managing documents in virtual data rooms.
• Coordinate with clients, registered agents, corporate service providers, and other parties to obtain organizational documents, certificates of good standing, and related records.
• Compare document versions, prepare redlines, and maintain accurate version control for agreements and transaction materials.
• Track corporate filing deadlines and annual reporting requirements in coordination with attorneys and paralegals.
• Manage attorney calendars, workflow, priorities, and deadlines, including scheduling transaction calls and client meetings across time zones.
• Collaborate with attorneys, paralegals, colleagues, and the Attorney Resource Center (ARC) to provide timely and effective support.
• Review and edit client prebills, coordinate billing activities, and enter, review, and finalize attorney time entries.
• Open new client matters and maintain organized electronic and physical files in accordance with firm procedures.
• Arrange domestic and international travel and coordinate meetings, conference rooms, catering, technology support, and Outlook invitations.
• Process expense reports, invoices, and accounts payable submissions.
• Handle confidential client and transaction information with discretion and assist with additional administrative and project assignments.

• High school diploma required; associate's or bachelor's degree preferred.
• Minimum of 10 years of legal secretarial experience in a law firm or professional services environment.
• Typing proficiency of at least 60 words per minute.
• Strong proficiency with Microsoft Word, Excel, PowerPoint, Outlook, and document management systems.
• Experience with iManage, Emburse, DTE Time Entry, or similar applications.
• Experience using ChatGPT, Microsoft Copilot, and/or Claude is a plus.
• Thorough understanding of legal terminology and documentation, including corporate agreements and transaction materials.
• Experience with efiling in the state of California.
• Excellent written and verbal communication skills.
• Strong organizational and project management skills, with exceptional attention to detail.
• Ability to manage multiple priorities, meet deadlines, and adapt to changing demands.
• Demonstrated discretion, professionalism, and sound judgment when handling confidential information.
• Commitment to outstanding service for internal and external clients.
• Flexibility to work additional hours as business needs require.