Corporate Secretary

Secretary and Admin Assistant Dallas, TX


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

Position Summary:

This position supports up to three or more attorneys in a secretarial capacity.  Provides a wide range of administrative, clerical and document processing services in the assigned department(s).  Flexibility to work overtime as needed.  Prepare legal documents and correspondence such as stock purchase agreements, shareholder agreements, stock certificates, SEC documents, bylaws, articles of incorporation and minutes maintenance, minute books and filing with the Secretary of State. M&A and experience handling securities filings. Experience in corporate real estate and real estate finance matters, as is experience with title/survey and easements.


Duties & Responsibilities:

  • Maintain legal files (both paper & electronic), organize and file documents in designated order, as well as prepare, keyboard, enter, proofread and process legal and administrative correspondence.
  • Process time entry, open new matters, draft engagement letters and audit responses, make travel arrangements, process reimbursement expenses, maintain calendar, collate information, write reports, prepare agendas, review and preparation of billing invoices, and other administrative duties, as needed by the department.
  • Manage phone lines for supported attorneys, fielding calls and conveying messages as necessary. Communicate with clients, opposing counsel, courts, and liaisons. 
  • Update case information, scan documents, keyboard legal documents, and conduct research.
  • Manage document deliveries and track final executed documentation. Assist in preparing closing transcripts and legal documents to database for ongoing transactions.
  • Coordinates and manages multiple transactional closings including, private company financings, mergers and acquisitions, joint ventures, real estate acquisitions, dispositions, and financings, and strategic investments Assists with drafting board and shareholder resolutions; assists with due diligence procedures, online and factual searches; organization of due diligence materials.
  • Reviews and organizes due diligence and closing documents for loan closings; draft closing checklists and ancillary documents; prepare pre-filing authorizations, UCC financing statements, amendments, continuations and terminations; working knowledge regarding types of entities, organizational documents, authority and existence/good standing; ability to review, analyze and draft or prepare authorizing resolutions, consents and certificates; order, review, analyze and summarize UCC and other lien searches and identify problematic findings; identify parties and jurisdictions to be searched; prepare and distribute signature page packets; compile executed documents; track deliverables and update closing checklists; organize documents and prepare closing sets; track post-closing requirements. Must have good organizational and interpersonal skills and be able to multi-task. 
  • Assists with entity formation, including corporate name availability and reservation thereof; assists with drafting of corporate organizational documents; assists with operations of corporations and corporate records maintenance; prepares foreign qualifications, dissolutions and withdrawals.
  • Preparation and filing of 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.
  • Prepares stock option agreements and stock certificates; maintains stock ledgers and capitalization tables.
  • Reviews and analyzes lien search reports.
  • Reviews and analyzes intellectual property search reports and prepares intellectual property filings.
  • Prepares all documents required to form corporations, partnerships and limited liability companies.
  • Prepares documentation for amendments, withdrawals, mergers and dissolutions of corporations, partnerships and limited liability companies.
  • Prepares qualification documents for foreign jurisdictions.
  • Drafts secretary's certificates, bylaws, operating agreements and resolutions Draft secretary's certificates, bylaws, and resolutions.
  • Maintains entity minute books and entity ledgers for various clients.
  • Prepares applications for federal employer identification numbers.
  • Redlines and proofreads documents.
  • Drafts audit response letters.
  • Conducts research and performs library and online searches; retrieves reference materials from outside libraries that may not be readily available.
  • Serves as a mentor to and provides leadership and training for mid- and entry level paralegals and paralegal clerks.
  • Maintains timely and accurate timekeeping records.
  • Retains day to day responsibility for performance of general paralegal duties.


Skills & Competencies:

  • Established understanding of corporate securities practice specific procedures as they relate to corporations, partnerships and individuals.
  • Comprehension of a variety of legal court documents, including complaints, answers, rulings, judgments, affidavits, motions, reports, memos and correspondence.
  • Computer proficiency in Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook, as well as document management and other office technologies.
  • 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.
  • While performing the duties of this job, the employee is occasionally required to walk from work station, to desk or to go to various offices to retrieve assignments.  This position may also be sedentary and require the employee to sit for extended periods of time.
  • Requires manual dexterity to dial a telephone, enter data into a computer, handle objects and operate tools.
  • Some filing is required and this would entail the ability to lift files, open filing cabinets and bend or stand as necessary.
  • Position also requires the ability to work under pressure to meet strict deadlines.

Qualifications & Prior Experience:

  • Candidate must have a minimum of 5 years of experience within a law firm with a primary focus in commercial lending, including asset based loans, cash flow loans, syndicated credit facilities and other secured and unsecured financing transactions.
  • Experience with corporate, securities and real estate transactions also would be beneficial.
  • Bachelor’s Degree or equivalent experience is preferred

Greenberg Traurig is an Equal Opportunity Employer and committed to diversity and inclusion in the workplace.