Legal Support Specialist - Corporate

Greenberg Traurig•San Diego, CA

8d•$43 - $53•Hybrid

About The Position

Greenberg Traurig is hiring a Legal Support Specialist to support its Corporate team in the San Diego office. The role provides secretarial, administrative, clerical, and document-processing services to up to three or more attorneys. It involves preparing corporate and securities documents and correspondence, supporting transactional closings, maintaining corporate records, and assisting with matters involving mergers and acquisitions, securities filings, entity formation, and corporate operations. The position is based in the San Diego office and offers a hybrid schedule split between office and work-from-home days according to the practice group’s needs. Regular in-office presence is required for daily operations, team meetings, training, and relationship building. The role reports to the Business Director. The specialist should be flexible to work overtime as needed and able to work under pressure to meet strict deadlines. The expected pay range is $42.50–$52.50 per hour, adjusted based on experience, location, and other job-related factors. Full-time employees may be eligible for a discretionary bonus and the benefits listed in the posting.

Requirements

At least 3–5 years of experience as a legal secretary in a business law practice.
Established understanding of corporate securities practice procedures relating to corporations, partnerships, and individuals.
Ability to comprehend a variety of legal court documents, including complaints, answers, rulings, judgments, affidavits, motions, reports, memoranda, 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 effectively 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.
Flexibility to work overtime as needed.

Nice To Haves

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

Responsibilities

Maintain paper and electronic legal files; organize, prepare, keyboard, enter, proofread, and process legal and administrative documents and correspondence.
Process time entry, open new matters, draft engagement letters, audit responses, arrange travel, process reimbursement expenses, maintain calendars, collate information, write reports, prepare agendas, review and prepare billing invoices, and perform other departmental administrative duties.
Manage supported attorneys’ phone lines, field calls, convey messages, and communicate with clients, opposing counsel, courts, and liaisons.
Update case information, scan documents, keyboard legal documents, and conduct research.
Manage document deliveries and track final executed documentation; assist with closing transcripts and adding transaction documents to databases.
Provide backup receptionist coverage and assist with overflow work and other assigned projects, including typing, filing, and photocopying.
Coordinate multiple transactional closings, including private company financings, mergers and acquisitions, joint ventures, real estate transactions, and strategic investments; assist with board and shareholder resolutions and due diligence procedures and materials.
Assist with entity formation, corporate organizational documents, corporate records maintenance, foreign qualifications, dissolutions, and withdrawals.
Prepare and file UCC filings, analyze UCC search results, research state filing requirements, and calendar expiration dates.
Prepare and file documents for ongoing corporate operations, including resolutions, amendments to articles of incorporation and bylaws, and applications for authority to do business out of state.
Prepare stock option agreements and stock certificates; 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 amendments, withdrawals, mergers, and dissolutions of those entities.
Prepare qualification documents for foreign jurisdictions and 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 corporate and Section 16 SEC filings and securities-offering documents; address Securities Acts of 1933 and 1934 filing requirements; prepare Rule 144 opinion letters and Form S-8s; and assist with documents for public-company transactions.
Assist with other department activities and perform additional duties and responsibilities as assigned.