Business Transactions - Legal Assistant

Provide high-level administrative and secretarial support to attorneys handling corporate and commercial transactions while managing registered agent and corporate compliance duties for the firm and its clients. Ensure timely document preparation, filing, scheduling, client communications, and maintenance of corporate records.

Key Responsibilities:

• • Prepare, format, proofread, and finalize transactional correspondence and documents (engagement letters.
  • Manage attorney calendars, schedule meetings, calls, coordinate logistics with clients.
  • Maintaining records for continuing education. Maintain client/matter files.
  • New matters in document management systems; perform routine document assembly and e-signature workflows (DocuSign, Adobe Sign).
  • Draft routine correspondence and billing support (time entry tracking, review of prebills & invoices).
  • Act as registered agent contact: receive, scan, log, and forward service of process.
  • Maintain entity records, minute books, corporate resolutions. Assemble minute book.
  • Communicate proactively with clients about filings, fees, and status updates.
  • Ensure secure handling, retention, and retrieval of confidential corporate documents.
  • Provide high-quality client service and prompt responses to routine client inquiries.
  • Coordinate with outside vendors (filing services, couriers) as needed.

Required Qualifications:

• High school diploma required, associate degree, paralegal certificate, or equivalent administrative experience preferred.
• 2+ years’ experience as a legal secretary or administrative assistant in a corporate/transactional law setting preferred.
• Prior experience of handling registered agent duties or corporate filings is strongly preferred.

Skills & Competencies:

• Excellent organizational skills, attention to detail, and ability to manage multiple deadlines.
• Proficiency with MS Office, Adobe Acrobat, e-signature platforms, and common document management systems.
• Experience with state filing portals and basic familiarity with corporate formation and compliance requirements.
• Strong written and verbal communication and client-service orientation.
• Discretion and strict adherence to confidentiality and document security.

Working Conditions:

• Office environment with occasional before/ after-hours.

Busy law firm. Challenging assignments. Welcoming environment with a team focused approach.