Corporate Legal Secretary

We are looking for a highly organized Corporate Legal Secretary to support senior legal leadership and contribute to the daily operations of a busy legal team in San Mateo, California. This position blends executive-level coordination with legal administrative work, requiring discretion, accuracy, and strong follow-through. The ideal candidate will be comfortable managing competing priorities, handling sensitive documentation, and partnering with internal teams and external contacts in a detail-focused real estate environment.

Responsibilities:

• Support the Chief Administrative Officer with complex scheduling, travel planning, itinerary preparation, and coordination of meetings involving both internal partners and outside parties.
• Act as a central point of contact for legal leadership by managing communications, resolving scheduling conflicts, and prioritizing urgent matters with sound judgment.
• Prepare, revise, proof, and distribute correspondence, presentations, legal documents, transaction materials, and executive briefing packets.
• Oversee departmental administrative workflows, including expense submissions, check requests, purchase card reconciliations, and invoice routing through established approval procedures.
• Receive, track, and distribute legal notices, subpoenas, summons, complaints, hearing documents, and government correspondence related to properties and regulatory matters.
• Maintain matter records for claims and disputes, keeping legal tracking systems current through close coordination with attorneys and paralegals.
• Coordinate meetings, team gatherings, off-site events, and department functions by arranging logistics, venues, catering, conference rooms, and virtual meeting details.
• Manage incoming calls, daily mail, certified shipments, and document handling tasks such as scanning, copying, filing, and distribution across the Legal Department.
• Organize legal and real estate records, update department reference materials, maintain electronic and physical filing systems, and assemble closing binders and execution packages.
• Provide notary support for legal documents and assist with housing contract submissions, HR-related administrative projects, and other departmental assignments as needed.