Legal Secretary

Job Description

Job Description

We are looking for a detail-oriented Legal Secretary to support a busy transactional legal practice in Oakland, California. This is a long-term contract position focused on managing large volumes of legal documentation, coordinating administrative activities, and ensuring documents are accurately prepared for real estate and commercial matters. The role will work closely with attorneys on closing materials, contract-related files, scheduling needs, and document organization in a fast-paced environment.

Responsibilities:

• Prepare, revise, and format high-volume legal and transactional documents for matters involving real estate, lease agreements, construction contracts, and related business transactions.
• Manage closing documentation by organizing materials for printing, signature routing, scanning, and final file completion with a high degree of accuracy.
• Review attorney-prepared documents to improve formatting, consistency, and presentation before distribution or filing.
• Maintain electronic and physical records by saving, organizing, and retrieving documents within iManage and related filing systems.
• Coordinate calendars, meetings, and scheduling requests for attorneys using Outlook while helping keep time-sensitive matters on track.
• Assemble supporting materials for transaction-related binders or deal documents by identifying and compiling the most relevant information from larger files.
• Assist with conflict checks and other administrative support tasks as needed to facilitate efficient matter intake and workflow.
• Partner with attorneys and internal support resources to handle complex document production and ensure deadlines are met in a high-volume practice.

Qualifications:

• Prior experience in a legal secretary or legal administrative support role, preferably within a transactional practice environment.
• Strong document processing and formatting skills, including advanced proficiency in Microsoft Word and the use of macros.
• Familiarity with legal document management systems such as iManage and experience maintaining organized electronic files.
• Ability to support high-volume real estate or commercial transaction work involving extensive paperwork and closing documents.
• Proficiency with Outlook for calendar management, scheduling, and coordination of attorney commitments.
• Excellent attention to detail with the ability to review documents carefully for accuracy, organization, and completeness.
• Experience handling legal filing processes, including e-filing or related court and document submission procedures, is preferred