Corporate Paralegal and Legal Operations Specialist

Principal Responsibilities

Corporate Governance and Entity Management

• Maintain corporate entity records, organizational charts, minute books, governance documents, officer/director records, registered agent information, and assist with foreign qualifications.
• Prepare routine governance documents, including consents, appointments, certificates, and incumbency documents under attorney supervision.
• Track annual reports, filings, qualifications, good standing status, and entity compliance deadlines.
• Coordinate entity formations, dissolutions, mergers, name changes, withdrawals, and related filings with attorneys and service providers.
• Produce entity reports and governance document packages for audits, financings, transactions, and other business needs.

Contracts and Legal Records

• Administer contract repositories, SharePoint sites, matter files, templates, document libraries, and other legal records.
• Maintain executed agreements, amendments, renewals, notices, and critical contract dates.
• Coordinate contract intake, approval status, execution, filing, retrieval, and electronic signature packages.
• Prepare routine agreements, notices, certificates, and other documents using approved forms and attorney instructions.
• Support document comparisons, records retention, legal holds, confidentiality, access controls, and version control.

Transactions and Special Projects

• Support acquisitions, divestitures, financings, restructurings, real estate matters, and other special projects.
• Maintain diligence request lists, closing checklists, responsibility trackers, data rooms, and post-closing action lists.
• Coordinate collection, organization, execution, and compilation of transaction documents under attorney direction.
• Assemble closing books and update entity, contract, real estate, compliance, and other legal records following transactions.

Compliance and Legal Operations

• Collect, organize, and validate information for regulatory, audit, financing, KYC, insurance, and transaction-related requests.
• Maintain logs and records for legal claims, inquiries, investigations, subpoenas, and legal holds, as assigned.
• Administer and improve approved legal technology, workflows, templates, checklists, matter trackers, and knowledge resources.
• Identify practical ways to improve data quality, standardize processes, reduce manual work, and strengthen deadline and recordkeeping controls.
• Perform legal and factual research and other corporate paralegal or legal-operations duties under attorney supervision.

Education and Experience

• Bachelor’s degree, paralegal certificate, or equivalent relevant experience.
• At least five years of corporate paralegal, transactional paralegal, or comparable legal-operations experience.
• Experience in an in-house legal department or corporate/transactional law firm practice.
• Experience with corporate records, governance documents, complex transactions, multiple entities, contract repositories, entity management platforms, electronic signature tools, and other relevant legal technology.
• Notary Public commission, or willingness to obtain one.

Required Skills and Competencies

• Strong understanding of corporate entities, governance documents, and basic corporate transactions.
• Exceptional organization, project management, follow-up, proofreading, document-formatting, written communication, and recordkeeping skills.
• Ability to manage multiple matters, deadlines, and recurring obligations independently while knowing when to escalate issues.
• Advanced proficiency with Microsoft 365, SharePoint, document comparison tools, electronic signature platforms, entity management systems, and AI-assisted tools.
• Sound judgment regarding confidentiality, privilege, personal information, commercially sensitive information, and access controls.
• Practical, service-oriented approach and ability to work effectively with attorneys, executives, operating company personnel, outside counsel, and service providers.

Work Environment

This is primarily an in-office position designed to support close collaboration, communication, and access to the legal and corporate teams. Limited flexible-work arrangements may be available in accordance with company practices and business needs.