Corporate Legal Secretary

SUMMARY: We are looking for a full-time legal assistant with at least three years of experience working as a corporate law secretary/assistant in a law firm setting, preferably working alongside multiple attorneys. Candidates for this position must have practical experience supporting corporate/litigation practice groups. Knowledge of corporate transactions, closing processes, and annual reporting files is required. The ideal candidate has a strong understanding of legal procedures, corporate practices, and document preparation standards, and is comfortable working in a fast-paced, high-volume environment.

Essential Duties and Responsibilities:

Administrative Support:

• Draft professional correspondence to clients, regulatory agencies, and other external parties.
• Transcribe dictations and telephone messages.
• Provide overflow support to legal teams and administrative staff as needed.

Document Management:

• Draft, proofread, and format legal documents including contracts, and business correspondence.
• Ensure all documents comply with firm formatting and legal standards.
• Assist in the preparation and finalization of corporate and closing documents.

Communication:

• Interact professionally with clients, attorneys, and external parties.
• Manage incoming and outgoing communications, including mail, email, and phone calls.

Calendar Management:

• Schedule meetings, and other legal appointments.
• Coordinate attorneys’ calendars to ensure efficiency and avoid scheduling conflicts.

Billing & Time Entry:

• Accurately enter attorney time and billing descriptions into timekeeping systems.
• Responsible for attorney(s) month end billing.
• Open new client files using legal document management systems.

Client & Attorney Support:

• Coordinate execution of documents, notarizations, and client communications.
• Prepare exhibits, assemble closing binders, and manage post-closing documentation.

Filing and Submissions:

• File legal documents with government agencies, electronically.

File Organization:

• Maintain organized digital and hard-copy legal and corporate files.
• Manage corporate records such as formation documents, bylaws, resolutions, and meeting minutes.
• Perform general clerical and administrative duties as required.

Audit Letter Response Process:

• Manage all aspects of the audit letter response process.
• Draft responses, track incoming requests, maintain audit logs, and monitor submission deadlines.

Required Skills and Qualifications:

• Technical Proficiency: Skilled in knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), iManage, legal e-filing systems, digital dictation tools, and legal document management platforms.
• Typing: Minimum 55 WPM with a high level of accuracy.
• Organizational Skills: Ability to multitask, manage multiple attorneys, and meet tight deadlines.
• Attention to Detail: High level of accuracy in legal filings, audit responses, and document formatting.
• Discretion and Confidentiality: Strong discretion in handling sensitive legal and client information.

Specialized Skill Requirements:

• Proficiency with CSC Filings (Corporation Service Company) for business entity formation, registration, and compliance management.
• Preparation and maintenance of Corporate Minutes in compliance with corporate governance standards and internal recordkeeping policies.
• Hands-on experience with Corporate Filings, including annual reports, amendments, certificates of good standing, and other regulatory documents.
• Experience drafting and coordinating Auditor Letters to support financial reporting and external audit processes.

Education and Experience:

• High school diploma or equivalent required.
• At least 4 years of experience as a corporate legal assistant or legal secretary in a transactional law practice.
• Direct experience with the audit letter response process is preferred.

Qualified individuals, including existing GRSD personnel, are encouraged to submit their resumes to [email protected] . Only those who meet the essential qualifications will be contact for an interview. Prior to receiving an offer of employment, clearance of a standard background screening is required to be completed.

Employer Statement: This position includes all other responsibilities necessary to effectively fulfill the duties associated with the role, as well as any additional tasks that may be assigned. GRSD reserves the right to amend or modify this job description at any time to meet organizational needs.

EEOC Statement: Greenbaum Rowe Smith & Davis LLP (“The Firm”) is an Equal Opportunity Employer. We are committed to providing a workplace free from discrimination and harassment, and we are dedicated to fostering a diverse and inclusive environment. WE do not discriminate on the basis of race, color, religion, sex (including pregnancy, sexual orientation, gender identity, or gender expression), national origin, age, disability, genetic information, or veteran status, or any other characteristic protected by applicable law, and among other protected bases. We are committed to providing equal employment opportunities to all applicants and employees.

About Greenbaum Rowe Smith & Davis, LLP:

Greenbaum, Rowe, Smith & Davis is a recognized leader among New Jersey law firms, with deep roots in the state and a far-reaching knowledge of New Jersey legal issues. True to that identity, we understand the “ins and outs” and the inherent complexities of handling legal challenges in New Jersey, knowledge which translates directly into an advantage for our clients.We are dedicated to providing pragmatic, resourceful and cost-effective representation, in combination with reliable and responsive client service. Our approach is collaborative and consistent — we get the job done, both here in New Jersey and in other jurisdictions. We've been doing just that for the past century.The strengths of our practice are rooted in solid experience. We are known for our business savvy, and as proactive problem solvers, successful deal makers and prolific thought leaders. We handle our clients’ most challenging disputes and sophisticated transactions, and proudly serve as their longtime trusted advisers. Above all else, our goal is always to help clients overcome challenges and capitalize on opportunities. Our areas of expertise are diverse and comprehensive in scope. We take a practical, creative and highly personalized approach to the work at hand. Whether we’re retained to structure a transaction, serve as strategic counsel, or represent a client in a dispute or litigation, we strive to earn the loyalty and respect of our clients by delivering results that meet their specific goals and objectives.Our long history has built the foundation that we stand upon today, and we honor the many accomplishments that define our first one hundred years. Moving forward as a 21st century enterprise, we resolutely embrace our changing world with the foresight and flexibility needed to meet the continually evolving needs of our clients.