Legal Assistant (Tax/Corporate)

Secretary and Admin Assistant Tampa, FL


Description

Greenberg Traurig, a global law firm, currently has an excellent full-time employment opportunity in the Tax Department of our Tampa office. We offer competitive compensation and an excellent benefits package.

Position Summary:

This position will support three or more attorneys in a secretarial capacity. The selected candidate will: Provide a wide range of administrative, clerical and document processing services; Prepare legal documents and correspondence (e.g., bylaws, articles of incorporation, minute books, and filings with the Secretary of State), as  well as scheduling and client-facing correspondence and interaction. The ideal candidate will also possess experience in tax or tax incentives, public finance, M&A, securities filings, corporate real estate and real estate finance matters, and title/survey and easements. The candidate should also be flexible to work overtime as needed.

 

Duties & Responsibilities:

  • Maintain legal files (both paper & electronic); organize and file documents in designated order; prepare, enter, proofread, and process legal and administrative correspondence
  • Process time entries, open new matters, draft engagement letters and audits responses, make travel arrangements, process reimbursement expenses, maintain Attorney calendars, collate information, write reports, prepare agendas, review and prepare billing invoices, and other administrative duties as needed 
  • Manage phone lines, e-mail responses as directed by supported attorneys, and voice mail support for supported attorneys, field calls and convey messages as necessary
  • Communicate with clients and liaisons
  • Update information, scan documents, draft legal documents, and conduct research
  • Manage document delivery and track final executed documentation. Assist in preparation of closing transcripts and legal documents to database for ongoing transactions
  • Perform overflow typing, filing, or photocopying as time permits and as requested by other attorneys
  • Coordinate and manage multiple transactional closings including: Tax Credit Transactions, Qualified Opportunity Zone financings, Private company financings; mergers and acquisitions; joint ventures; real estate acquisitions; dispositions; financings; and, strategic investments.
  • Assist with drafting board and shareholder resolutions; assist with due diligence procedures, online and factual searches; organization of due diligence materials
  • Assist with entity formation, including corporate name availability and reservation thereof; assist with drafting of corporate organizational documents; assist with operations of corporations and corporate records maintenance; prepares foreign qualifications, dissolutions and withdrawals
  • Assist with the preparation and filing of UCC filings including continuation and termination statements; analyze UCC search results; research filing requirements in various states; calendar expiration dates
  • Prepare and file documents and forms for ongoing corporate operations, including directors and shareholders’ resolutions, amendments to articles of incorporation and bylaws, applications for authority to do out-of-state business
  • Review and analyze lien search reports
  • Prepare documents required to form corporations, partnerships and limited liability companies
  • Prepare documentation for amendments, withdrawals, mergers and dissolutions of corporations, partnerships and limited liability companies
  • Prepare qualification documents for foreign jurisdictions
  • Draft secretary's certificates, bylaws, operating agreements and resolutions
  • Maintain entity minute books and entity ledgers for various clients
  • Prepare applications for federal employer identification numbers
  • Redline and proofread documents
  • Conduct research and perform library and online searches; retrieve reference materials from outside libraries that may not be readily available
  • Assist in real estate due diligence, including title and survey review, and the preparation of lease abstracts
  • Coordinate closing details with title companies and escrow agents
  • Assist with other  department activities as needed, and performs additional duties and responsibilities as assigned
  • Serve as backup to other secretaries


Skills & Competencies:

  • Established understanding of tax, real estate, or corporate practice specific procedures as they relate to corporations, partnerships and individuals
  • Familiarity with IRS, State and local tax agencies
  • Strong ability to maintain high standards, use good judgment and seek out ways to contribute and anticipate needs
  • Strong attention to detail, organizational skills and ability to manage time effectively
  • Excellent interpersonal skills, communication skills and the ability to collaborate well in a team
  • Position also requires the ability to work under pressure to meet strict deadlines

Qualifications & Prior Experience:

  • Bachelor’s Degree or equivalent experience is preferred
  • Minimum 5 years of experience as a legal secretary working in a business law practice, with exposure to both the corporate and tax practice areas
  • Computer proficiency in Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook, as well as document management and other office technologies
  • Experience using Visio a plus
  • Exceptional computer skills with the ability to learn new software applications quickly


 Greenberg Traurig is an Equal Opportunity Employer and committed to diversity and inclusion in the workplace. Individuals seeking employment at Greenberg Traurig are considered without regards to race, color, religion, sex, sexual orientation, gender identification, national origin, age, marital status, ancestry, physical or mental disability, veteran status, or genetic information, among other protected bases.