Corporate Legal Secretary Job at Greenbaum, Rowe, Smith & Davis LLP in Woodbridg

Overview

Corporate Legal Secretary role at Greenbaum, Rowe, Smith & Davis LLP. Base pay range $75,000.00/yr - $85,000.00/yr.

Responsibilities

• 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.
• Draft, proofread, and format legal documents including contracts, and business correspondence; ensure documents comply with firm formatting and legal standards; assist in the preparation and finalization of corporate and closing documents.
• Interact professionally with clients, attorneys, and external parties; manage incoming and outgoing communications, including mail, email, and phone calls.
• Schedule meetings and other legal appointments; coordinate attorneys’ calendars to ensure efficiency and avoid scheduling conflicts.
• Accurately enter attorney time and billing descriptions into timekeeping systems; responsible for attorney month-end billing; open new client files using legal document management systems.
• Coordinate execution of documents, notarizations, and client communications; prepare exhibits, assemble closing binders, and manage post-closing documentation.
• File legal documents with government agencies, electronically.
• Maintain organized digital and hard-copy legal and corporate files; manage corporate records such as formation documents, bylaws, resolutions, and meeting minutes.
• 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: 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 HR@greenbaumlaw.com. Only those who meet the essential qualifications will be contacted for an interview. Prior to receiving an offer of employment, clearance of a standard background screening is required to be completed.

Employer and Equal Opportunity Statements

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.

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 broad knowledge of New Jersey legal issues. We are dedicated to providing pragmatic, resourceful and cost-effective representation, combined with reliable and responsive client service. Our approach is collaborative and consistent, and we strive to earn the loyalty and respect of our clients by delivering results that meet their specific goals and objectives.

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Legal

Industries

• Law Practice

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