Transactional Legal Secretary

Overview

Coblentz Patch Duffy & Bass, LLP is a top-tier law firm with deep roots in San Francisco and the surrounding communities, representing institutional and individual clients in real estate, litigation, technology, communications, securities, employment, nonprofit and estate planning. Please visit our website for more information about the Firm.

We are seeking an experienced Legal Secretary to join our team and provide dedicated support to attorneys in our Corporate and Real Estate practice groups, with backup support to other attorneys as needed. This role is well suited for a legal professional who enjoys being an integral part of a collaborative team, takes ownership of their work, and finds satisfaction in keeping complex matters organized and moving forward.

The ideal candidate is proactive, highly organized, and exceptionally detail-oriented, with the confidence to manage responsibilities from start to finish with limited supervision. You will play an important role in supporting transactional matters, including preparing and proofreading documents, maintaining accurate files and records, coordinating signatures and closing materials, tracking deadlines and outstanding items, and helping ensure transactions progress smoothly.

Strong communication and relationship-building skills are essential. You will interact regularly with attorneys, clients, opposing counsel, and other professionals and should be comfortable following up directly on signatures, closing items, and other time-sensitive matters. We value someone who communicates with professionalism, exercises sound judgment, anticipates needs, and knows when an issue requires additional attention.

Above all, we are looking for a dependable and service-oriented professional who takes pride in producing high-quality work. The successful candidate will handle confidential information with discretion, remain composed during busy and time-sensitive closings, and contribute positively to a collegial, team-oriented environment.

The current pay range for this position is $46 to $62 dollars per hour, with the annualized amount being approximately $90,000 to $125,000. The compensation offered will be based on a number of factors, including the specific qualifications of the applicant, years of related experience, education, applicable licenses and certifications, and the geographical location from which the applicant will perform the job. The current in-office expectation for secretaries is two days per week.

Duties and Responsibilities

• Provide comprehensive administrative and secretarial support to assigned attorneys, including preparing correspondence, coordinating meetings, scheduling appointments, and managing day-to-day administrative needs.
• Prepare, revise, format, proofread, and finalize legal documents and correspondence, including generating redlines and comparisons and ensuring documents meet firm standards for accuracy and presentation.
• Support all phases of corporate and real estate transactions and closings, including preparing and organizing closing documents, coordinating signature packets and signature pages, tracking outstanding items, and assisting with the finalization and distribution of executed documents.
• Compile and organize post-closing materials, including preparation of closing binders, indexes, and related transaction records.
• Prepare, file, request, and maintain corporate and transaction-related documents, records, and other materials as needed.
• Coordinate client and matter intake, ensuring required information and documentation is complete, accurate, and properly maintained.
• Deliver responsive, professional service to clients and assist with client communications and follow-up as appropriate.
• Maintain attorney calendars, schedule meetings and administrative deadlines, and keep client and other contact information current.
• Monitor assignments, deadlines, and outstanding items to help ensure work is completed accurately and on a timely basis.
• Assist attorneys with administrative matters, including time entry/timesheets, expense reports, travel arrangements, and related requests.
• Provide backup and overflow support to other members of the legal secretarial team as needed to support the Firm’s workflow and client service needs.
• Assist with the onboarding, training, and mentoring of new or junior staff when requested.
• Perform additional administrative and legal support responsibilities as assigned.
• Perform general secretarial duties, including, but not limited to correspondence, coordinating and scheduling meetings and appointments as requested.

Other Duties

Please note this is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for their job, but rather to provide a representative summary of the major duties and responsibilities performed by incumbents of this position. Incumbents may be required to perform other job-related tasks other than those specifically presented in this description. Duties, responsibilities, and activities may change at any time with or without notice.

Knowledge and Abilities Required

• Ability to work through complex document markups and instructions in an accurate and timely manner.
• Ability to handle various assignments simultaneously and prioritize tasks while being responsive and meeting deadlines.
• Strong word processing skills and ability to troubleshoot documents quickly.
• Excellent interpersonal, verbal, written and grammar communication skills.
• Strong commitment to producing quality work products.
• Strong proofreading skills.
• Strong technology skills and ability to learn new software quickly.
• Proficiency in Adobe, MS Word, Excel, and DocuSign.
• Must be proactive team player, flexible, organized, and willingness to adapt to changing business needs.
• Ability to work core business hours with flexibility for overtime, as required.
• Ability to interact effectively with clients, attorneys, staff and management.

Experience and Education Required

• High school diploma or equivalent; college degree strongly preferred.
• Minimum 3-5 years of law firm experience strongly preferred.
  
• Solid understanding of court rules, procedures and calendaring requirements.

Working Conditions

This position is eligible for a hybrid work arrangement, with a current expectation of two days per week in the office. The in-office schedule and hybrid work arrangement may be modified at the Firm’s discretion based on business and operational needs.

Physical Requirements

While performing the duties of this job, the employee will be required to sit for long periods of time, come and go from workspace repeatedly throughout the day, use a computer and phone, talk, listen, read and understand documents, and move and lift up to 10 pounds. The physical demands described are representative of the requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

Firm Information

Coblentz Patch Duffy & Bass, LLP is a top-tier law firm with deep roots in San Francisco and the surrounding communities, representing institutional and individual clients in real estate, litigation, technology, communications, securities, employment, nonprofit and estate planning. Please visit our website for more information about the Firm.

Firm Benefits

Coblentz Patch Duffy & Bass, LLP values skill and diversity and strives to foster a progressive, energetic work environment. We provide a platform for growth and development and the ability to see the impact of your contributions firsthand. The Firm offers competitive pay, a generous benefits and wellness package, and paid vacation.

AAP/EEO Statement

Coblentz Patch Duffy & Bass LLP provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.