Transactional Secretary for Boutique Law Firm in Costa Mesa

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.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.