Legal Secretary, Real Estate

Robert Half • San Mateo, CA • 1h ago

Description

Real estate investment company has an immediate opening for a Legal Secretary to support the legal team with real estate transactions and a board range of administrative assistance. As a Legal Secretary with this team, you'll work closely with attorneys and paralegals to increase efficiency in the legal department. Major responsibilities include but are not limited to compiling documents for transactions, filing internally and externally with government agencies, preparing closing binders, and coordinating meetings. This position requires full-time on-site work in San Mateo, CA.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Handle administrative processes and tasks for Legal Department staff, including Legal Department Deputy General Counsel/Group Vice President, 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.

Requirements

QUALIFICATIONS:

Working experience supporting transactional attorneys/paralegals.

Working experience with In-House corporate legal department (not solely law firm experience) is preferred.

College degree preferred.

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.

Ability to interact professionally with all levels of internal management and staff, as well as outside vendors and third parties.

Positive attitude.

Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more.

All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.

© 2025 Robert Half. Robert Half is not a law firm and does not provide legal representation. Robert Half project lawyers do not constitute a law firm among themselves. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use (https://www.roberthalf.com/us/en/terms) and Privacy Notice (https://www.roberthalf.com/us/en/privacy) .

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