Senior Legal Secretary

Description:

D3 Search, on behalf of a prestigious law firm headquartered in Pasadena, CA, is recruiting a Senior Legal Secretary (Corporate & Real Estate Transactional). This role is a full-time, direct-hire opportunity that provides advanced legal administrative and paralegal support to the firm’s Managing Partner. The position is fully on-site and demands a strong background in corporate and real estate transactional law.

The Senior Legal Secretary will manage both non-billable and billable assignments, handling complex legal documents, supporting mergers & acquisitions, financing transactions, real estate acquisitions and leasing, and organizational governance documentation. Successful candidates must be proactive, detail-oriented, and capable of managing multiple high-volume transactional matters simultaneously while maintaining the highest level of confidentiality.

Key Responsibilities include:

Administrative & Executive Support

• Drafting, editing, proofreading, and finalizing correspondence, memoranda, engagement letters, and legal documents.

• Maintaining electronic and physical client files and matter records.

• Managing attorney calendars, scheduling meetings, arranging travel, and preparing expense reports.

• Assisting with client billing, invoice preparation, and liaising with the accounting department to resolve issues.

• Preparing presentation materials for webinars, training, and seminars.

Corporate Transactional Support

• Assisting in the preparation of organizational documents, M&A agreements, equity offerings, financing documents, and UCC filings.

• Supporting SEC filings (Form D, registration statements, etc.) and maintaining due diligence documentation.

• Conducting corporate and securities law research using Westlaw, LexisNexis, and similar tools.

Real Estate Transactional Support

• Coordinating due diligence for property transactions, ordering and reviewing title reports, leases, and property inspections.

• Managing escrows, closings, and drafting lease amendments, purchase contracts, and confidentiality agreements.

• Preparing legal documents such as partnership agreements, LLC operating agreements, NDAs, and loan documents.

• Supporting post-closing processes and maintaining compliance documentation.

Organizational Governance

• Maintaining governance records, compliance filings, and organizational documents.

• Supporting business development through effective communication with internal and external stakeholders.

Qualifications:

• High School Diploma or GED required; Paralegal Certificate required (per California Business & Professions Code Section 6450).

• Bachelor’s degree preferred.

• Minimum 7+ years of corporate and/or real estate legal secretary or paralegal experience in a high-volume law firm or in-house department.

• Strong expertise in corporate governance, M&A, equity offerings, real estate acquisitions, dispositions, leasing, and financing transactions.

• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint).

• Experience with AIR-CRE and CAR software preferred.

• Notary license or willingness to become a notary.

• Exceptional organizational, communication, and time-management skills.

• Ability to maintain confidentiality, integrity, and professionalism in all client and firm matters.

Compensation & Benefits:

• Base salary starting at $95,000 annually (DOE/DOQ).

• Eligibility for sign-on bonus, overtime pay, and annual performance bonuses.

• Comprehensive benefits package including medical, dental, vision, and 401K with matching.

• Paid parking onsite.

• Professional development opportunities with yearly reviews.