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Legal Secretary

San Mateo, CA 94401

46 days ago
Saturday, April 7, 2018 Friday, May 25, 2018
Full time


Responsible for supporting Attorneys, Paralegals, and other Legal Department staff by performing a variety of administrative duties to include:

  • Handle administrative processes and tasks for Legal Department staff, including Legal Department Vice President, Associate General Counsel, three Paralegals, and Claims Specialist.
  • Prepare and edit correspondence, legal documents, and real estate transaction and corporate documentation.
  • Schedule meetings and conference calls, including reserving on-site conference rooms.
  • Screen incoming calls to Legal Department as well as calls directed to the Legal Department in general.
  • Enhance the Legal Department desk manual and electronic document management system.
  • Accept service for and distribute to appropriate parties court documents, including summons and complaints, subpoenas, hearing notices, etc.
  • Organize, index, and create property closing binders, including printing, scanning, and downloading related documents.
  • Develop and maintain on-site Legal Department filing system, as well as off-site file storage shipping and retrieval system.
  • Process check requests and expense reports for payment.
  • Process Purchase Card Statements for Legal Department company credit card holders.
  • Process invoices for payment, including working with the Accounting Department in the implementation of electronic processing, and communicating with third-party vendors regarding payment and/or other related issues.
  • Open and distribute mail daily, including date-stamping, scanning, and copying, as needed.
  • Prepare outgoing electronic and standard mail, including Certified Mail and FedEx shipping.
  • Order miscellaneous Legal Department office supplies, as needed.
  • Other duties or projects, as assigned.


  • Position requires the ability to work standard hours and business days, 52 weeks of the year. Individuals must possess the ability to work the necessary days/hours to complete the essential functions of the position. Work schedule is subject to change.
  • A valid driver’s license and current automobile insurance is required.


  • College degree preferred.
  • Working experience with In-House corporate legal department (not just law firm experience).
  • Working experience supporting transactional attorneys/paralegals.
  • Ability to problem solve and develop filing methodologies, etc.
  • Advanced skill with computer programs:  Microsoft Office, including MS Word, Outlook, PowerPoint, and Excel; Adobe Acrobat; and company-specific internal operating programs.
  • Excellent organizational and oral/written communication skills.
  • Attention to detail and ability to retain transaction specific information.
  • Ability to manage multiple priorities, meet deadlines and work independently.
  • High level of confidentiality and discretion.
  • Ability to interact professionally with all levels of internal management and staff, as well as outside vendors and third parties.
  • Positive attitude.
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