Corporate Secretary

Under general supervision, performs a variety of legal assistant duties for attorneys to whom assigned as well as assisting with the smooth flow of operation for the entire Business Department. The Corporate Secretary is responsible for managing and processing the e-billing for assigned attorneys, in addition to court filing and docketing.

Essential Duties and Responsibilities

  • Transcribes and drafts correspondence, memoranda, pleadings, and other legal documents.
  • Opens new case files, including Case Memo sent to included parties; conducts conflict of interest checks; maintains all files, including periodic reviews and archiving older files; and prepares files to be closed.
  • Establishes and maintains calendar and deadline reminder systems of case deadlines and meeting and appearance schedules; utilizes master calendar system, where applicable. Using working knowledge of the court systems, completes filings, e-filing, docketing, etc.
  • Ensures that attorney time sheets and billable time entries are recorded in a timely manner; completes and proofs attorney billing, e-billing, and proformas invoices.
  • Maintains corporate minute books, records, stock certificates, stock ledgers.
  • Prepares annual report filings, articles of organization, and amendments.
  • Obtain EIN numbers, Tax Compliance Certificates, business certificates and miscellaneous documents. Orders Certificate of Good Standings. Orders lien searches and file UCC’s, review lien searches.
  • Organizes closing documents and prepare binders.
  • Manages the calendar for attorney(s), including attorney scheduling.
  • Processes incoming mail, including reviewing, sorting, scanning, dating, and otherwise organizing and routing it to appropriate parties; Manages outgoing mail ensuring it will be received on time, routing to specified or expedited delivery service as required and confirms delivery.

Corporate Legal Assistant

  • Maintains positive contact with clients, attorneys, and staff and observes confidentiality of attorney-client matters.
  • Completes administrative phone and email screening and messaging; where appropriate greets visitors.
  • Works closely with administrative support staff; performs additional responsibilities as assigned; works collaboratively with other staff, paralegals, and attorneys.
  • This position is full-time at 35 hours per week, but occasionally requires additional hours per week to perform the essential duties, paid as overtime; may require irregular hours.


  • Three to five years’ corporate law secretarial, legal administrative, or assisting experience.
  • Prior e-billing experience preferred.
  • Ability to organize and prioritize numerous tasks and completes them under time constraints.
  • Interpersonal skills necessary in order to communicate and follow instructions effectively from a diverse group of clients, attorneys, and staff and provide “customer service” with ordinary courtesy and tact.
  • Flexibility to accept additional duties outside of perceived job responsibilities.
  • Ability to read, write, and type in English to complete essential job functions including:
    • Transcription of legal documents, correspondence, and reports.
    • Minor editing for grammatical, typographical, and spelling errors.
  • Ability to perform non-complex arithmetic calculations used when verifying calculations on forms and documents.

This job description is intended to be general and will evolve over time. The description is subject to periodic updating. At management’s discretion, the employee may be assigned different or additional duties from time to time.

Qualified applicants must be able to complete essential duties and responsibilities with or without reasonable accommodation(s).

Rubin and Rudman is an equal opportunity employer. All applicants will be considered for employment without attention to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by applicable law.

Date of Last Update: March, 2021