Description
Provide high-level administrative and secretarial support to attorneys handling corporate and commercial transactions while managing registered agent and corporate compliance duties for the firm and its clients. Ensure timely document preparation, filing, scheduling, client communications, and maintenance of corporate records.
Requirements
- Prepare, format, proofread, and finalize transactional correspondence and documents (engagement letters.
- Manage attorney calendars, schedule meetings, calls, coordinate logistics with clients.
- Maintaining records for continuing education. Maintain client/matter files.
- New matters in document management systems; perform routine document assembly and e-signature workflows (DocuSign, Adobe Sign).
- Draft routine correspondence and billing support (time entry tracking, review of prebills & invoices).
- Act as registered agent contact: receive, scan, log, and forward service of process.
- Maintain entity records, minute books, corporate resolutions. Assemble minute book.
- Communicate proactively with clients about filings, fees, and status updates.
- Ensure secure handling, retention, and retrieval of confidential corporate documents.
- Provide high-quality client service and prompt responses to routine client inquiries.
- Coordinate with outside vendors (filing services, couriers) as needed.
Required Qualifications:
- High school diploma required, associate degree, paralegal certificate, or equivalent administrative experience preferred.
- 2+ years’ experience as a legal secretary or administrative assistant in a corporate/transactional law setting preferred.
- Prior experience of handling registered agent duties or corporate filings is strongly preferred.
Skills & Competencies:
- Excellent organizational skills, attention to detail, and ability to manage multiple deadlines.
- Proficiency with MS Office, Adobe Acrobat, e-signature platforms, and common document management systems.
- Experience with state filing portals and basic familiarity with corporate formation and compliance requirements.
- Strong written and verbal communication and client-service orientation.
- Discretion and strict adherence to confidentiality and document security.
Working Conditions:
- Office environment with occasional before/after-hours.
Skills Required
- Minimum of 3 years experience as a Legal Assistant (probate litigation, private client services, or business transactions preferred)
- High school diploma
- Proven proficiency in case management, discovery coordination, and trial preparation
- Strong knowledge of court filing procedures (electronic and in-person)
- Technical proficiency in Microsoft Office and document management systems
- Excellent written and verbal communication skills; ability to handle sensitive information with discretion
- Highly organized, detail-oriented, deadline-driven, and able to work independently and collaboratively
- Accuracy and production of high-quality work product
- Ability to schedule and manage calendars, hearings, depositions, and closings; coordinate with clients, courts, and opposing counsel
What We Do
Founded in 1970, Trenam Law is a full-service law firm based in Florida, with offices in Tampa, St. Petersburg, and Sarasota. The firm provides a comprehensive range of legal services in practice areas such as bankruptcy, corporate/M&A, and real estate. They serve a diverse client base of both large and small businesses across industries including banking, manufacturing, and technology.
