Legal Assistant

Overview

The organization is seeking an experienced Legal Assistant to support day-to-day operations within its Legal Department. This role combines legal support and executive/administrative assistance, working closely with the Chief Legal Officer and an existing paralegal team.

This position is ideal for someone familiar with how quickly legal priorities can change and who can manage many moving parts with minimal direction. Responsibilities span entity formation and filings, document recordation, client follow-up, coordination with outside counsel, invoicing support, and executive calendar management.

Responsibilities

Legal & Filing Operations

• Prepare and coordinate formation and qualification filings for LLCs, corporations, and other business entities.
• Assist with state and county filings, including preparation of applicable government forms and supporting documentation.
• Coordinate both electronic and physical recordation of legal documents, including situations where documents, checks, or filing packages must be mailed directly to counties, agencies, or other offices.
• Coordinate deed recordation and other real estate-related filings with counties and third-party recording partners.
• Work with registered agents, filing services, e-recording providers, state agencies, and other third-party vendors to resolve filing issues or rejections.
• Maintain accurate records of entity formations, filings, recordations, and other legal work in progress.
• Ensure documents and filing packages are complete, accurate, and delivered to the appropriate party on time.

Legal Document Management

• Maintain and organize corporate governance documents, including:
  • Operating Agreements
  • Bylaws
  • Resolutions
  • Deeds
  • Assignments of Beneficial Interest
  • Revocable Land Trust documents
  • Entity formation and qualification documentation
• Coordinate document templates and information between internal legal staff, clients, and outside counsel.
• Review finalized documents received from counsel for completeness and accuracy before moving forward.
• Ensure final documents are properly executed, stored, and easily retrievable.
• Own and monitor DocuSign workflows, including outstanding signatures and follow-up.
• Maintain strong document organization so requested legal records can be located quickly and reliably.

Outside Counsel & Client Coordination

• Communicate with outside counsel regarding document preparation, revisions, finalization, and timelines.
• Send templates and supporting information to counsel and track outstanding work product.
• Proactively follow up when documents or responses are overdue.
• Help manage client expectations around legal timelines and outstanding requirements.
• Gather required information and documentation directly from clients.
• Provide timely client follow-up and ensure clients understand where they are in the process.
• Review completed work before delivery to help identify missing or inaccurate information.
• Maintain accurate client stages, notes, and next steps within HubSpot.
• Assist with invoicing and payment-related correspondence to help ensure legal professionals and vendors are paid and outstanding items are addressed.

Executive Support to the Chief Legal Officer

A significant portion of this role supports the Chief Legal Officer’s organization, focus, and prioritization.

Responsibilities include:

• Own and maintain the CLO’s calendar.
• Create calendar invitations for meetings coordinated outside standard scheduling tools.
• Add ad hoc meetings, calls, and commitments to the calendar so nothing is missed.
• Proactively block focused work time for the CLO to complete priority tasks.
• Help manage competing requests coming from executives, clients, internal teams, and outside counsel.
• Create and maintain a highly organized, prioritized master to-do list.
• Convert handwritten notes, Slack messages, emails, and verbal requests into actionable tasks.
• Review priorities regularly with the CLO and identify what needs to happen next.
• Follow up on outstanding items and help hold the CLO accountable to agreed-upon priorities and deadlines.
• Monitor time-sensitive items and surface anything requiring immediate attention.
• Help ensure important communications, requests, and legal matters do not fall through the cracks.

Many requests require same-day or next-day action, so strong time awareness and responsiveness are essential.

Requirements

• 3+ years of Legal Assistant, Executive Legal Assistant, Paralegal, or comparable legal support experience.
• Previous experience working within a law firm or directly under in-house counsel.
• Experience managing legal documents, filings, deadlines, and multiple concurrent matters.
• Strong experience communicating with clients, attorneys, executives, and third-party service providers.
• Strong administrative and organizational capabilities.

Compensation & Benefits

• Base salary: $50,000–$60,000 per year
• Employment type: Full-time
• Schedule: 8:00 AM–5:00 PM Eastern Time (8 hours/day with breaks)
• Location: Remote - US
• Paid time off and benefits package includes:
  • 20 days (4 weeks) paid vacation
  • 10 days for bereavement/sick/personal days
  • Insurance package
  • 401(k) plan
  • Professional development support
• Competitive salary commensurate with experience

Location

Remote - US/Canada

Preferred Qualifications

• None specified in the source posting.