Legal Secretary

About the role

We are seeking an experienced Legal Secretary/Assistant with strong commercial real estate and business transactions support experience to partner with multiple attorneys and keep matters moving smoothly. You will help drive deals forward through high-quality document production, transactional filings, calendaring, and client communication—bringing accuracy, discretion, and a proactive approach to a fast-paced practice.

Support will focus on commercial real estate and business transactions (leases, purchase & sale agreements, loan documents, and closings), with related litigation support as needed.

Responsibilities

• Partner closely with assigned attorneys by tracking matter status, anticipating needs, and proactively surfacing deadlines and next steps.
• Draft, revise, proofread, and finalize correspondence, pleadings/briefs, and transactional documents including commercial leases, amendments, estoppels/SNDAs, purchase & sale agreements, closing checklists, and related deal documents.
• Coordinate commercial real estate and corporate closings: maintain closing checklists, track deliverables, circulate signature packets, coordinate notarizations, compile closing binders/sets, and assist with post-closing recordings and distributions.
• Prepare and process state and federal court filings, including electronic filing, and maintain well-organized matter files.
• Manage calendars, deadlines, reports, and time records; coordinate meetings and client appointments.
• Transcribe electronic dictation and produce polished work product under tight deadlines.
• Communicate professionally with clients and court/outside agencies; serve as liaison as needed.
• Coordinate depositions and other scheduling needs (court reporters, conference rooms, logistics).
• Handle complex and confidential, time-sensitive information with discretion.

Requirements

• Minimum 3+ years of recent law-firm legal secretary experience, including electronic filing.
• Meaningful support for commercial real estate and/or business transactions (e.g., leases, purchase/sale, financing, and closings).
• Strong command of legal terminology, court rules/procedures, and filing requirements (state and federal).
• Excellent document production skills: formatting, proofreading, version control, and attention to detail.
• Ability to prioritize competing deadlines, multitask, and maintain confidentiality in a fast-paced environment.
• Professional communication skills (written and verbal) and strong client-service mindset.
• Proficiency with Microsoft 365 (Teams, Outlook, Word, Excel, PowerPoint).
• Reliable attendance and punctuality.

Preferred Skills

• Typing speed of 65+ wpm.
• Hands-on experience with commercial real estate matters (leases, purchase/sale, financing), including closing checklists/closing binders and coordinating signatures/notarizations; familiarity with title/survey and recording processes is a plus.
• Experience with trial preparation, briefs, and compiling filing-ready exhibits.
• Ability to generate Tables of Authorities and Tables of Content.
• Experience supporting multiple attorneys and coordinating across teams in a small-office environment.

Education

• High school diploma or equivalent required.

Work Environment & Expectations

• Position supports multiple attorneys and requires frequent prioritization of competing deadlines.
• Work involves handling sensitive/confidential information and requires discretion.
• Regular use of Microsoft 365 and document-management/e-filing tools.