Legal Secretary

ACCO Engineered Systems•Pasadena, CA

7d•Hybrid

About The Position

The Legal Secretary is responsible for managing, directing, and executing a wide range of high-level corporate, legal, and compliance obligations for the business and its subsidiaries. This position operates with a high degree of professional autonomy and independent judgment, serving as the strategic legal operations anchor and the primary administrative liaison to the General Counsel, Board Chair, and Corporate Secretary. The role is responsible for ensuring the Company maintains active statutory standing by leading corporate governance, managing complex litigation files, and maintaining multi-state contractor and corporate professional licensing systems.

Requirements

Proven background in corporate law, commercial litigation support, or complex regulatory compliance within a corporate or professional services firm.
Familiarity with corporate governance protocols, board-level communication standards, and executive office operations.
Extensive knowledge of multi-state contractor licensing boards, public works compliance registries (DIR/SAM), and corporate filing processes with various Secretaries of State.
Demonstrated capability to analyze and interpret business entity formation documents, regulatory rules, and commercial contract terms.
Exceptional project management, organization, and analytical skills, with a proven ability to prioritize critical, legal-deadline-driven workloads with zero margin for error.
Outstanding written and verbal communication skills, including professional phone and email etiquette suitable for interfacing with C-suite executives, Board members, and public officials.
Advanced technical proficiency in modern digital toolsets, including Google Suite (Gmail, Docs, Drive, Gemini) and Microsoft Office (Word, Excel, PowerPoint).
Demonstrated ability to exercise absolute discretion, maintain strict confidentiality, and solve complex administrative and organizational problems independently.

Nice To Haves

Certified Legal Assistant (CLA), Certified Professional Legal Secretary (PLS), or Paralegal Certificate from an ABA-approved program.
Previous background working in the construction, engineering, or heavy industrial services industry.
Active Notary Public commission, or willingness to obtain one, and experience with corporate board portal platforms (e.g., Board Advantage, Smartsheet).

Responsibilities

Manages, organizes, and maintains the Legal Department’s digital and physical file management systems, document repositories, and master litigation databases to ensure absolute confidentiality, compliance, and retrieval efficiency.
Directs and executes the administrative scheduling of company witness depositions, litigation calendars, and comprehensive discovery-related document collection, tracking, and compliance.
Establishes and maintains the master construction claims calendar, tracking and auditing statutory lien and claim deadlines across multiple operating state jurisdictions to protect the Company's financial interests.
Acts as a primary governance resource to the Board of Directors, independently taking meeting notes and drafting corporate minutes for quarterly and special meetings in partnership with the Corporate Secretary.
Leads the preparation, synthesis, and distribution of comprehensive Board of Directors meeting materials, including executive agendas, corporate resolutions, orientation packets, and annual Board evaluations.
Directs all logistics and event-planning operations for Board of Directors and executive leadership meetings, overseeing AV integration, offsite location contracts, catering, and lodging.
Manages and monitors the Company's individual and company-level contractor licenses across state and local jurisdictions, ensuring constant compliance with qualifying agent requirements.
Directs the filing and renewal of multi-state corporate registrations and engineering Certificates of Authorization (COA) with Secretaries of State and other professional licensing boards.
Governs and maintains the Company’s verified registrations within major public and private compliance portals, including California DIR, SAM.gov, and regulatory entity databases.
Reviews, identifies, and resolves complex licensing, corporate standing, or litigation anomalies independently, escalating high-risk matters to the General Counsel or Corporate Secretary with proposed solutions.