Adams & Martin Group is partnering with a well-established boutique law firm in Costa Mesa to identify an experienced Corporate Legal Secretary. This is an excellent opportunity for a polished legal professional who thrives in a fast-paced environment and enjoys supporting attorneys on sophisticated corporate and transactional matters.

The ideal candidate will be highly organized, technically proficient, detail-oriented, and committed to delivering exceptional service to both attorneys and clients. This role requires strong document production skills, the ability to manage multiple priorities simultaneously, and a proactive, team-oriented approach.

Position Summary

The Corporate Legal Secretary provides comprehensive administrative and legal support to attorneys and other legal professionals. This individual will maintain a thorough understanding of corporate law practice operations, manage high-volume workflows, and ensure that legal documents, client communications, and administrative responsibilities are handled accurately and efficiently.

Key Responsibilities

Attorney and Administrative Support

• Manage attorney calendars, appointments, meetings, and travel arrangements.
• Coordinate internal and external meetings, conference calls, and client communications.
• Prepare expense reports, time entries, and other administrative documentation.
• Maintain attorney files, contact databases, and client records.
• Track important deadlines and administrative dates.

Legal Document Production

• Draft, revise, proofread, and finalize corporate legal documents, correspondence, agreements, and transactional materials.
• Create and compare document redlines and revisions with a high degree of accuracy.
• Format and prepare complex legal documents in accordance with firm and client requirements.
• Troubleshoot document formatting issues and ensure consistency across all deliverables.

Corporate Transactions and Closings

• Assist attorneys with all phases of corporate transactions and closings.
• Prepare signature packets, collect executed signature pages, and coordinate document execution.
• Organize, finalize, and distribute closing documents.
• Prepare and maintain closing binders and indexes.
• Coordinate execution through DocuSign and other electronic signature platforms.

Corporate Governance Support

• Prepare, file, and order corporate formation and governance documents.
• Assist with entity maintenance, annual filings, and corporate record management.
• Support client intake and conflict-check procedures.
• Maintain organized corporate records and documentation.

Client Service and Team Collaboration

• Provide exceptional support and responsiveness to clients, attorneys, and internal stakeholders.
• Collaborate closely with attorneys, legal assistants, and administrative staff to ensure seamless workflow.
• Serve as a resource for new attorneys and staff regarding procedures and administrative processes.
• Mentor junior team members and contribute to a collaborative office culture.
• Participate in firm-sponsored training and professional development opportunities.

Qualifications

Required Experience

• Minimum of 5 years of legal secretary experience, preferably within a corporate, transactional, or business law practice.
• Experience supporting attorneys in a law firm environment.
• High school diploma or equivalent required; college degree preferred.

Technical Skills

• Advanced proficiency in:
  • Microsoft Word
  • Microsoft Excel
  • Adobe Acrobat
  • DocuSign
  • Time entry and billing systems
  • Legal document management systems
• Ability to quickly learn new software and technology platforms.
• Strong word processing, formatting, and proofreading abilities.
• Typing speed of at least 70 WPM with a high degree of accuracy.

Professional Competencies

• Exceptional attention to detail and commitment to producing high-quality work.
• Strong written, verbal, and interpersonal communication skills.
• Proven ability to manage competing priorities and meet deadlines in a fast-paced environment.
• Ability to work independently while remaining a collaborative team player.
• Strong organizational and time-management skills.
• Flexible, proactive, and adaptable with a "no task too small" mentality.
• Professional demeanor with the ability to interact effectively with clients, attorneys, and staff at all levels.