Our client is currently seeking a Paralegal/Assistant to support attorneys within a legal practice in Pittsburgh. This position combines paralegal responsibilities with administrative coordination, requiring someone who can manage entity records, filing obligations, and time-sensitive documentation with precision. The ideal candidate brings prior law firm experience, strong organizational judgment, and a detail-oriented approach to communication, document handling, and client support.
Responsibilities:
- Manage the preparation and submission of formation, qualification, and maintenance filings for corporations, limited liability companies, and partnerships across Pennsylvania and other jurisdictions.
- Maintain accurate corporate records by organizing minute books, updating stock ledgers, and preparing ownership-related documentation.
- Monitor filing schedules and critical dates, ensuring legal and transactional materials are completed and delivered within required deadlines.
- Draft and process entity-related forms, stock certificates, financing statements, and other supporting documents used in corporate matters.
- Obtain certified records, good standing certificates, and comparable state-issued documents needed for transactions and ongoing compliance.
- Conduct public records research, including lien, UCC, and secretary of state searches, to support attorneys on corporate transactions and due diligence matters.
- Assist with transaction closing logistics by assembling binders, coordinating final document sets, and distributing materials to relevant parties.
- Review, format, edit, and proofread legal and business documents while also supporting attorney time entry, billing review, meeting coordination, client intake, filing, mailing, and expense-related administrative tasks.
- 3-7 years of experience in a law firm environment with substantial exposure to corporate legal support work.
- Demonstrated knowledge of business entity documentation, corporate records administration, and minute book maintenance.
- Strong written and verbal communication skills with the ability to interact professionally with attorneys, clients, and external agencies.
- Excellent organization, prioritization, and follow-through skills, especially when handling multiple deadline-driven assignments.
- Advanced proofreading and editing ability with a high level of accuracy and attention to detail.
- Proficiency with Microsoft Word, Outlook, Excel, and PowerPoint, including document comparison, version control, and redlining; experience with time entry and document management software is preferred.
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