Provide corporate governance and transactional paralegal support: prepare board and entity materials, maintain minute books and subsidiary records, assist with M&A diligence and closings, conduct research, manage legal operations and document workflows, support shareholder inquiries, and coordinate with vendors, attorneys, and business partners.
Job Summary & ResponsibilitiesPreferred Qualifications
Responsibilities include but are not limited to:
- Corporate & Governance Support
- Assist attorneys with corporate governance matters, including preparation of board, committee, and subsidiary materials.
- Maintain corporate records, minute books, resolutions, entity charts, and related documentation.
- Prepare corporate documents for attorney review and execution, including written consents, resolutions, secretary's certificates, certificates of incumbency, and officer certifications; coordinate signature collection and maintain final, fully executed versions.
- Maintain and regularly update subsidiary organizational charts, director/officer lists, and related corporate data; respond to internal and external requests for corporate information (e.g., good standing, authorized signers, entity details) in a timely, accurate manner.
- Support entity management, including formations, dissolutions, qualifications, and ongoing compliance; prepare and submit annual, biennial, and other periodic state filings (e.g., annual reports/statements of information) and follow up with
- Secretaries of State, Departments of Taxation, and other government agencies to confirm status and resolve issues.
- Interface with third party vendors and service providers, including entity management firms, corporate governance platforms, registered agents, transfer agents, and outside counsel.
- Transactional & Legal Document Support
- Draft and revise routine legal documents, correspondence, and agreements under attorney supervision.
- Assist with M&A and other transactions by organizing diligence materials, tracking deliverables, and preparing closing binders.
- Manage execution, filing, and distribution of legal documents.
- Research & Analysis
- Conduct legal and factual research using internal and external resources.
- Summarize findings clearly and concisely for attorney review.
- Track regulatory and legal developments as directed.
- Legal Operations & Coordination
- Coordinate with internal business partners to collect information and documentation needed for legal matters.
- Assist with responses to internal requests, audits, and regulatory inquiries.
- Leverage legal technology (e-signature, document management, entity management, and workflow tools) to improve speed and accuracy; comfort evaluating and using emerging tools, including AI-enabled features, in a responsible and confidential manner.
- Improve and maintain legal processes, templates, and workflows to enhance efficiency.
- Support escheatment matters, including coordination of required filings, documentation tracking, and responses to internal information requests, in collaboration with Legal and business partners.
- Shareholder & Investor Relations Support
- Serve as a point of contact for routine shareholder inquiries, coordinating with Legal, Investor Relations, and outside agents as appropriate.
- Prepare and respond to shareholder requests, including coordinating transactions or transfers, document requests, and ownership confirmations.
- Maintain records of shareholder communications, requests, and responses.
- Escalate sensitive, novel or potentially contentious shareholder matters to attorneys.
- Document & Matter Management
- Organize, maintain, and retrieve electronic and physical legal files.
- Ensure accurate recordkeeping and version control.
- Support the Legal Department with matter tracking and reporting.
- General Legal Support
- Support multiple attorneys simultaneously while prioritizing assignments.
- Handle sensitive and confidential information with professionalism and discretion.
- Perform other related duties as assigned to support the Legal Department.
Required Skills:
- Excellent organizational, communication, and time management skills.
- Ability to manage competing deadlines in a fast-paced environment.
- High level of discretion, judgment, and attention to detail.
- Strong interpersonal skills and professionalism when partnering with attorneys, business stakeholders, outside counsel, and government agencies.
- Technology-forward mindset, including proficiency with Microsoft 365 tools and comfort learning new software (e.g., document management, entity management, e-signature), including AI-enabled tools, while maintaining confidentiality.
- Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint).
Required Experience:
- High Diploma or GED equivalent and minimum of 5 years of paralegal experience, preferably in a law firm or in-house legal department, with strong knowledge of legal terminology, document drafting, and legal processes, and experience supporting corporate, transactional, or governance work.
Preferred Experience:
- Paralegal certificate or bachelor's degree, law firm experience supporting corporate, securities, litigation, or regulatory practices; experience working with document management systems; experience with entity management platforms and/or board or governance tools such as CSC, Diligent, or similar systems, including maintaining complex subsidiary structures; and comfort working across multiple practice areas and with senior stakeholders.
Valley Bank Morristown, New Jersey, USA Office
70 Speedwell Ave, Morristown, New Jersey, United States, 07960
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