Transactional Legal Secretary

Coblentz Patch Duffy & 38 Bass LLP•San Francisco, CA

2d•$46 - $62•Hybrid

About The Position

Coblentz Patch Duffy & Bass, LLP is seeking an experienced Legal Secretary to join their team and provide dedicated support to attorneys in their Corporate and Real Estate practice groups, with backup support to other attorneys as needed. This role is well suited for a legal professional who enjoys being an integral part of a collaborative team, takes ownership of their work, and finds satisfaction in keeping complex matters organized and moving forward. The ideal candidate is proactive, highly organized, and exceptionally detail-oriented, with the confidence to manage responsibilities from start to finish with limited supervision. You will play an important role in supporting transactional matters, including preparing and proofreading documents, maintaining accurate files and records, coordinating signatures and closing materials, tracking deadlines and outstanding items, and helping ensure transactions progress smoothly. Strong communication and relationship-building skills are essential. You will interact regularly with attorneys, clients, opposing counsel, and other professionals and should be comfortable following up directly on signatures, closing items, and other time-sensitive matters. We value someone who communicates with professionalism, exercises sound judgment, anticipates needs, and knows when an issue requires additional attention. Above all, we are looking for a dependable and service-oriented professional who takes pride in producing high-quality work. The successful candidate will handle confidential information with discretion, remain composed during busy and time-sensitive closings, and contribute positively to a collegial, team-oriented environment.

Requirements

Ability to work through complex document markups and instructions in an accurate and timely manner.
Ability to handle various assignments simultaneously and prioritize tasks while being responsive and meeting deadlines.
Strong word processing skills and ability to troubleshoot documents quickly.
Excellent interpersonal, verbal, written and grammar communication skills.
Strong commitment to producing quality work products.
Strong proofreading skills.
Strong technology skills and ability to learn new software quickly.
Proficiency in Adobe, MS Word, Excel, and DocuSign.
Must be proactive team player, flexible, organized, and willingness to adapt to changing business needs.
Ability to work core business hours with flexibility for overtime, as required.
Ability to interact effectively with clients, attorneys, staff and management.
High school diploma or equivalent; college degree strongly preferred.
Minimum 3-5 years of law firm experience strongly preferred.
Solid understanding of court rules, procedures and calendaring requirements.

Responsibilities

Provide comprehensive administrative and secretarial support to assigned attorneys, including preparing correspondence, coordinating meetings, scheduling appointments, and managing day-to-day administrative needs.
Prepare, revise, format, proofread, and finalize legal documents and correspondence, including generating redlines and comparisons and ensuring documents meet firm standards for accuracy and presentation.
Support all phases of corporate and real estate transactions and closings, including preparing and organizing closing documents, coordinating signature packets and signature pages, tracking outstanding items, and assisting with the finalization and distribution of executed documents.
Compile and organize post-closing materials, including preparation of closing binders, indexes, and related transaction records.
Prepare, file, request, and maintain corporate and transaction-related documents, records, and other materials as needed.
Coordinate client and matter intake, ensuring required information and documentation is complete, accurate, and properly maintained.
Deliver responsive, professional service to clients and assist with client communications and follow-up as appropriate.
Maintain attorney calendars, schedule meetings and administrative deadlines, and keep client and other contact information current.
Monitor assignments, deadlines, and outstanding items to help ensure work is completed accurately and on a timely basis.
Assist attorneys with administrative matters, including time entry/timesheets, expense reports, travel arrangements, and related requests.
Provide backup and overflow support to other members of the legal secretarial team as needed to support the Firm’s workflow and client service needs.
Assist with the onboarding, training, and mentoring of new or junior staff when requested.
Perform additional administrative and legal support responsibilities as assigned.
Perform general secretarial duties, including, but not limited to correspondence, coordinating and scheduling meetings and appointments as requested.