Legal Support Specialist - Corporate

Greenberg Traurig • San Diego, CA

7d • Hybrid

About The Position

Greenberg Traurig is hiring a Legal Support Specialist for its Corporate team in the San Diego office. The role supports up to three or more attorneys in a secretarial capacity, providing administrative, clerical, document-processing, and corporate legal support. The position is hybrid, with regular in-office presence required for day-to-day operations, team meetings, training, and relationship building. It reports to the Business Director, and the candidate should be flexible to work overtime as needed.

The specialist supports corporate transactions and ongoing corporate operations, including financings, mergers and acquisitions, joint ventures, real estate transactions, strategic investments, entity formation and maintenance, securities filings, and corporate records. The position also handles general legal-secretarial and administrative work, client and court communications, document and file management, research, and transaction closings.

Requirements

• Minimum 3–5 years of experience as a legal secretary working in a business law practice.
• Established understanding of corporate securities practice procedures as they relate to corporations, partnerships, and individuals.
• Comprehension of legal court documents, including complaints, answers, rulings, judgments, affidavits, motions, reports, memos, and correspondence.
• Strong attention to detail and organizational skills, with the ability to manage time effectively.
• Ability to maintain high standards, exercise good judgment, contribute proactively, and anticipate needs.
• Excellent interpersonal and communication skills and ability to collaborate well in a team.
• Ability to work under pressure and meet strict deadlines.
• Proficiency with Windows-based software and Microsoft Word, Excel, and Outlook.
• Exceptional computer skills and ability to learn new software applications quickly.
• Understanding of AI capabilities, limitations, and responsible use in a professional environment.
• Ability to work overtime as needed.

Nice To Haves

• Bachelor’s degree or equivalent experience preferred.
• Exposure to corporate securities work preferred.
• Familiarity with, or willingness to learn, firm-approved AI tools such as Copilot, ChatGPT, or similar platforms.

Responsibilities

• Maintain paper and electronic legal files; organize, prepare, keyboard, enter, proofread, and process legal and administrative correspondence.
• Prepare corporate documents and correspondence, including stock purchase and shareholder agreements, stock certificates, SEC documents, bylaws, articles of incorporation, minutes, and minute books; file documents with the Secretary of State.
• Process time entries, open new matters, draft engagement letters, audit responses, arrange travel, process reimbursements, maintain calendars, collate information, write reports, prepare agendas, review and prepare billing invoices, and perform other departmental administrative duties.
• Manage phone lines for supported attorneys, field calls, convey messages, and communicate with clients, opposing counsel, courts, and liaisons.
• Update case information, scan documents, keyboard legal documents, conduct research, manage document deliveries, and track final executed documentation.
• Assist with closing transcripts and upload legal documents to databases for ongoing transactions.
• Back up receptionist duties and assist with overflow work and projects; perform typing, filing, and photocopying as requested.
• Coordinate and manage transactional closings involving private company financings, mergers and acquisitions, joint ventures, real estate acquisitions, dispositions and financings, and strategic investments.
• Assist with drafting board and shareholder resolutions, due diligence procedures and searches, and organizing due diligence materials.
• Assist with entity formation, corporate name availability and reservations, corporate organizational documents, corporate operations and records maintenance, foreign qualifications, dissolutions, and withdrawals.
• Prepare and file UCC filings, including continuation and termination statements; analyze UCC search results, research state filing requirements, and calendar expiration dates.
• Prepare and file documents for ongoing corporate operations, including directors’ and shareholders’ resolutions, amendments to articles of incorporation and bylaws, and applications for authority to do business in other states.
• Prepare stock option agreements and stock certificates, and maintain stock ledgers and capitalization tables.
• Review and analyze lien and intellectual property search reports and prepare intellectual property filings.
• Prepare documents to form corporations, partnerships, and limited liability companies, and documentation for their amendments, withdrawals, mergers, and dissolutions.
• Prepare foreign-jurisdiction qualification documents; draft secretary’s certificates, bylaws, operating agreements, and resolutions; maintain entity minute books and ledgers; and prepare applications for federal employer identification numbers.
• Redline and proofread documents and draft audit response letters.
• Conduct library and online research and retrieve reference materials from outside libraries when needed.
• Assist with real estate due diligence, including title and survey review and preparation of lease abstracts; coordinate closing details with title companies and escrow agents.
• When required, prepare SEC and Section 16 filings and securities-offering documents; respond to Securities Acts of 1933 and 1934 filing requirements; prepare Rule 144 opinion letters; assist with public company transaction documents; and draft Form S-8s.
• Perform other department activities and duties as assigned.

Benefits

• Competitive compensation and an excellent benefits package.
• Full-time employees may be eligible for a discretionary bonus.
• Health insurance with an optional HSA.
• Short-term disability and long-term disability insurance.
• Dental insurance and vision care.
• Life insurance.
• Healthcare and Dependent Care Flexible Spending Accounts.
• 401(k).
• Vacation and sick time.
• Employee assistance program.
• Voluntary accident insurance, voluntary life insurance, voluntary disability insurance, voluntary critical illness and cancer insurance, and pet insurance.
• Commuter and transit programs may be available in certain markets.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level