Job Description

D3 Search is seeking a Snr. Legal Executive Secretary (corporate & real estate trans.) on behalf of a highly respected law practice with its headquartered office located in Pasadena, CA (91101).

Position Title:

Snr. Legal Executive Secretary (Corporate & Real Estate Transactional)

• Note: 5+ years relevant corporate & real estate transactional LEGAL ASSISTANT/LEGAL SECRETARY experience.

Location/Map:

Pasadena, CA (91101)

Employer Work Model:

Fully onsite work model (Monday - Friday).

Position Summary:

The Snr. Corporate & Real Estate Transactional Legal Executive Secretary candidate will have a strong background in general business and / or real estate transactional administrative support and paralegal work as well as deeper experience in at least one of the following areas: organizational governance documentation; Mergers & Acquisitions; equity offering; secured financing transactions; real estate acquisitions, dispositions and closings; commercial leasing; and title review.

This is a Senior Legal Administrative support role paired with the firm's Managing Partner , with both nonbillable and billable assignments. Successful candidates will have a willingness to train in other areas and expand their knowledge across a broad range of transactional work.

Duties & Responsibilities (Administrative / Executive Secretarial Support):

• Create, proof, edit and finalize documents
• Create, proof and revise correspondence, memoranda, engagement letters, waiver of conflicts and other legal documents, and fix formatting issues for documents created incorrectly
• Scan and photocopy documents, send documents to clients via mail or email as requested
• Maintain electronic files in document management system, as well as hard copy files
• Prepare new client matter forms, initiate conflict checks, open and set-up new client files
• Maintain attorney CLE records and certificates of attendance and keep file of same
• Maintain attorney calendars, confirm appointments, prepare files for meetings with clients
• Enter calendar deadlines in firm calendaring program and monitor deadlines
• Schedule conference calls and make travel arrangements
• Prepare travel expense reports and submit reimbursement requests to Accounting Department
• Maintain and update attorney contact lists
• Open incoming and interoffice mail, review for content and direct accordingly
• Enter, revise and balance attorney time on billing system, mail or email monthly invoices to clients, work closely with Accounting Department to resolve client billing issues
• Communicate with clients directly or as requested by attorneys
• Create, modify, and finalize presentation materials for webinars, seminars, and training purposes

Corporate & Real Estate Transactional:

• Helps to prepare, organize and/or revise drafts of legal documents for lawyer review in Mergers & Acquisitions, equity offerings, and secured financing transactions including, but not limited to: documents related to the formation, operation and dissolution of various business entities, ancillary documents related to financing and M&A transactions, UCC financing statements
• Assist with SEC filings including Form D filings, confidential treatment requests, and Registration Statements
• Compile, analyze, and summarize information for lawyer review as it relates to transactions
• Perform corporate and securities law research using Westlaw, LexisNexis, and similar online research services
• Organizing and reviewing due diligence materials
• Manages the legal due diligence process, ordering/obtaining and organizing all title documents, reports,
• property inspections, and leases in real estate related transactions
• Manages escrows for purchase/sale transactions. Assist in closing transactions
• Prepares first draft of leases, lease amendments and lease renewals; and prepares abstracts of new leases
• Prepares draft purchase and sale contracts
• Revises confidentiality agreements, estoppel certificates, third party approval requests, real estate post-closing items, brokerage listing agreements etc.
• Assists with due diligence investigations and preparation of reports for clients and lawyers
• Assists with post-closing matters
• Prepares subscription agreements for real estate and alternative investments, limited partnership agreements, LLC operating agreements, non-disclosure agreements, estate planning transfer agreements, loan documents, and amendments to lines of credit, and provides legal support to business partners

Qualifications:

• High School Diploma or GED equivalent required
• Paralegal Certificate or equivalent to satisfy California Business & Professions Code Section 6450
• Bachelor's Degree preferred
• Minimum five (5) years relevant experience in an active law firm Real Estate and/or Corporate Business Department or similar experience in an in-house department with a high transaction volume
• Strong background in general business and / or real estate transactional administrative support and paralegal work as well as deeper experience in at least one of the following areas: organizational governance documentation; Mergers & Acquisitions; equity offering; secured financing transactions; real estate acquisitions, dispositions and closings; commercial leasing; and title review
• Highly organized, detailed oriented and able to produce an accurate work product
• Personable, approachable and possesses a high level of integrity and accountability
• Ability to work with multiple lawyers on multiple client matters at the same time
• Trustworthy and able to maintain absolute confidentiality in all client and firm matters, both within and outside of the firm
• Strong verbal and written communication skills
• Experience with Microsoft Office (Word, Excel & PowerPoint)
• Experience with AIR-CRE (AI Real Estate Association) and CAR (California Association of Realtors) software preferred
• Notary or willingness to become a notary

Annual Salary/Comp.

Starting salary is 95K (DOE/DOQ) plus a comprehensive & robust benefits package, 401K, paid parking onsite, yearly reviews, lucrative annual bonuses, etc.

If interested in this full-time/direct hire Snr. Legal Executive Secretary role located in Pasadena, CA (91101) , and you meet the above qualifications/requirements, please contact the following D3 rep.:

Don Moser | D3 Search

📬don@d3search.com | ☎️ 213-785-2485

📡

D3 Legal Search LLC (aka D3 Search), and its clients are equal opportunity employers. Pursuant to local ordinances, we will consider qualified applicants with criminal histories in a manner consistent with the requirements of the Fair Chance Initiative for Hiring Ordinance.

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