Legal Administrative Assistant - Confidential

About Us

We are a boutique law firm located in the northern suburbs, dedicated to providing personalized legal services in estate planning and transactional law. Our firm prides itself on attention to detail, exceptional client service, and a collaborative team environment.

Job Overview:

We are a small, close-knit suburban law firm seeking an experienced Legal Secretary with a background in banking and corporate M&A. As part of our team, the ideal candidate will provide essential administrative support to our attorneys, helping manage a diverse range of banking, finance, and mergers and acquisitions matters. This role offers a unique opportunity to work closely with our attorneys in a collaborative and friendly environment where your contributions directly impact our success.

Key Responsibilities:

• Document Preparation: Draft, format, and proofread a variety of legal documents, including contracts, agreements, closing documents, and correspondence related to banking and M&A transactions.
• Transaction Support: Assist in managing M&A deals, including maintaining transaction checklists, organizing files, and preparing closing documentation.
• Client Interaction: Act as a point of contact for clients, providing updates, coordinating meetings, and ensuring prompt responses to inquiries.
• Calendar Management: Assist attorneys with scheduling meetings, appointments, and conference calls, especially those related to deal negotiations and closings.
• File and Record Management: Maintain both electronic and physical filing systems, ensuring legal documents are organized and accessible.
• Administrative Duties: Perform general administrative tasks including answering phones, handling correspondence, managing office supplies, and assisting with billing and invoicing.
• Due Diligence: Help organize and review due diligence materials, manage data rooms, and assist with document preparation for M&A transactions.
• Team Support: Work closely with attorneys and paralegals to support various projects and firm initiatives.

Qualifications:

• Experience: Minimum of 5 years of experience as a Legal Secretary, preferably with exposure to banking and corporate M&A.
• Education: High school diploma or equivalent; legal or secretarial certifications are a plus.
• Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfortable with legal research tools and document management systems.
• Organizational Skills: Ability to manage multiple tasks efficiently, prioritize workloads, and meet deadlines in a fast-paced environment.
• Attention to Detail: Strong focus on accuracy in document preparation and data management.
• Communication: Excellent verbal and written communication skills, with the ability to interact professionally with clients, attorneys, and other team members.
• Team Player: A collaborative mindset with a willingness to pitch in and help wherever needed in a small office setting.

Why Join Us:

• Small Firm Atmosphere: Enjoy a supportive, team-oriented environment where your work makes a direct impact on our firm’s success.
• Work-Life Balance: We value the importance of work-life balance and offer a flexible, family-friendly workplace.
• Professional Growth: Opportunity to develop your skills in a hands-on role with direct exposure to a variety of legal matters in banking and corporate M&A.