Paralegal / Legal administrative

About the role

We are seeking an experienced, highly organized, and detail-oriented Paralegal/legal administrative/Administrative assistant to support our growing corporate law practice. This critical role ensures the efficient day-to-day operation of the department by balancing high-level administrative support, client service coordination, compliance activities, and hands-on legal support workflows. As the primary operational and administrative resource to the Department Chair, you will work closely with attorneys, staff, and firm administration to manage complex corporate transactions and maintain seamless department workflows.

Key Responsibilities

Administrative & Coordinator Support

• Serve as the central administrative assistant and coordinator for the corporate department, managing calendar coordination, meetings, and internal communications.
• Handle time entry, billing assistance, collections follow-up, and monitoring trust account requirements.
• Open and close client matters, organize client files, and maintain both electronic and physical corporate records and minute books.
• Draft professional correspondence, engagement letters, transmittal letters, and take accurate meeting notes.
• Proofread legal documents meticulously for grammar, formatting, and consistency.

Legal Support & Corporate Transactions

• Assist with business entity formation, governance, maintenance, and dissolution (corporations, LLCs, partnerships).
• Prepare organizational documents, resolutions, bylaws, operating agreements, meeting minutes, and closing binders.
• Support mergers, acquisitions, and restructurings by organizing closing documents and coordinating execution.
• Conduct Secretary of State entity searches, name availability searches, and UCC financing statement searches and filings.
• File formation documents, annual reports, and regulatory filings across multiple state portals.
• Assist with contract preparation, revisions, execution, and commercial financing documentation.

Project & Transaction Management

• Coordinate multiple legal transactions simultaneously as a project coordinator, creating and maintaining detailed transaction checklists.
• Coordinate signatures, document execution, and electronic signature workflows (DocuSign, Adobe Sign).
• Track critical deadlines, filing requirements, and follow matters from opening through closing and post-closing.

Client Service & Communication

• Maintain professional telephone etiquette and responsive correspondence with clients, lenders, accountants, and government agencies.
• Build positive relationships while maintaining strict confidentiality and discretion.

Qualifications & Requirements

• Experience: Minimum of 5 years of paralegal, administrative assistant, or legal coordination experience within a professional services environment (corporate law focus preferred).
• Knowledge: Working knowledge of corporate governance, business entities, compliance requirements, and commercial transactions.
• Technical Proficiency: Advanced Microsoft Word skills (formatting, styles, tables, cross-references). Proficiency in Microsoft Excel (spreadsheets, simple formulas) and Outlook. Familiarity with Document Management Systems (DMS) and practice management software (e.g., Centerbase, NetDocuments, iManage). Experience with electronic signature platforms (DocuSign, Adobe Sign) and state filing portals.
• Core Competencies: Exceptional organizational, coordinator, and multi-tasking abilities. Strong analytical thinking, problem-solving skills, and a commitment to process improvement. Exceptional attention to detail and rigorous proofreading capabilities. Professionalism, reliability, and the ability to remain calm and adaptable under pressure during high-volume closing periods.