Legal Support Specialist

Position Summary:

The Legal Support Specialist provides high-level legal support to a team of attorneys. Provides a wide range of complex technical, document processing and administrative services in the assigned practice group/department(s).

Demonstrates professionalism, technical savvy and ability to handle multiple priorities and work in an organized, efficient manner at any given time. The successful candidate will effectively manage all aspects of the professional responsibilities of the assigned attorneys. This role also requires extensive coordination with clients. Flexibility to work overtime as needed.

Key Responsibilities:

• Maintains legal files (both paper & electronic), organizes and files documents in designated order, as well as prepares, proofreads and processes legal and administrative correspondence

• Processes and maintains accurate time entry, opens new matters, drafts engagement letters and audits responses, makes travel arrangements, processes reimbursement expenses, maintains attorney calendar,

schedules meetings, collates information, writes reports, prepares agendas, reviews and prepares billing invoices, and other administrative duties

• Manages phone lines for supported attorneys, fields calls and conveys messages as necessary

• Communicates with clients, opposing counsel, courts, and liaisons

• Updates case information, scans documents, drafts legal documents, and conducts research

• Manages document deliveries and tracks final executed documentation. Assists in preparing closing transcripts and legal documents to database for ongoing transactions

• Coordinates and manages multiple transactional closings including, private company financings, mergers and acquisitions, joint ventures, real estate acquisitions, dispositions, and financings, and strategic investments. Assists with drafting board and shareholder resolutions; assists with due diligence procedures, online and factual searches

• Assists with entity formation, including corporate name availability and reservation thereof; assists with drafting of corporate organizational documents; assists with operations of corporations and corporate

records maintenance; prepares foreign qualifications or jurisdictions

• Prepares documentation for amendments, withdrawals, mergers and dissolutions of corporations, partnerships and limited liability companies

• Redlines and proofreads documents, drafts, revises and edit letters and other written documents; prepares PowerPoint presentations/decks

• Conducts research and performs library and online searches; retrieves reference materials from outside libraries that may not be readily available

• Retains day to day responsibility for performance of general paralegal duties

• Assists with other department activities as needed, and performs additional duties and responsibilities as assigned; willingness to assist in events

Qualifications:

Skills & Competencies

• Established understanding of (a) corporate securities practice specific procedures as they relate to corporations, partnerships and individuals and (b) financing transactions including satisfying conditions precedent, closing and registration of security interests.

• Strong ability to maintain high standards, use good judgment and seek out ways to contribute and anticipate needs

• Strong attention to detail, organizational skills and ability to manage time effectively

• Fluent in English (oral and written); Excellent interpersonal skills, communication skills and the ability to collaborate well in a team and maintain effective working relationships with all levels of the organization

• Position also requires the ability to work under pressure to meet strict deadlines

• Recognize client/attorney information as confidential, sensitive, and proprietary information and maintain confidentiality

Education & Prior Experience

• Bachelor’s Degree and Paralegal Certification preferred or equivalent experience

• Minimum 4 or 5 years of experience as a legal secretary working in a business law practice

• Computer proficiency in Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook, as well as document management and other office technologies

• Exceptional computer skills with the ability to learn new software applications quickly

Technology

• Computer proficiency in Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook, as well as document management and other office technologies.
• Experience with e-filing.
• Understanding of AI capabilities, limitations, and responsible use in a professional environment.
• Familiarity with, or willingness to learn, firm-approved AI tools (e.g., Copilot, ChatGPT, or similar platforms) to support daily workflow and/or improve work quality.

Physical Requirements:

• While performing the duties of this job, the employee is occasionally required to move from workstation or desk throughout the work area to work independently or with a team to meet with colleagues or supervisor and retrieve work assignments.
• This position may also be sedentary and require the employee to sit for extended periods of time.
• Requires manual dexterity to use a phone, enter data into a computer, handle objects, and use office equipment.
• Some filing is required and this would entail the ability to lift files, open filing cabinets, and bend or stand as necessary.