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.

Qualifications:

• Experience in a legal secretary, corporate legal administrative, or executive support role within a law firm or corporate legal department.
• Strong background in calendar management, travel coordination, expense processing, and support for senior-level executives.
• Knowledge of legal document handling, court-related filings, service of process tracking, and general legal administrative procedures.
• Familiarity with real estate documentation, lease administration, or corporate property-related legal work is highly valued.
• Proficiency in preparing clear business correspondence, formatting legal materials, and maintaining organized electronic and physical records.
• Ability to manage confidential information with discretion while balancing multiple deadlines in a fast-paced environment.
• Comfortable working with invoicing workflows, vendor communication, and department coordination across legal, accounting, and HR teams.
• Notary Public commission or willingness to obtain certification after joining is preferred.

Compensation

$90,000.00-$125,000.00 Yearly

About Us

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.

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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.

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