Staff

Corporate Secretary sought by Rutan & Tucker, LLP, one of California’s largest full-service law firms. Desired applicants should have a minimum of 5 years of recent legal secretary experience, preferably in corporate law within a law firm setting. This position will provide administrative support for four attorneys. This is a full-time, non-exempt position and currently requires a schedule of four days in the office and one day of remote work.

Qualified applicants will be highly organized, detail-oriented professionals with excellent technical skills utilizing Microsoft Office, Adobe Acrobat, and legal document management software applications, iManage preferred. Familiarity with Emburse (formerly Chrome River), Draftable, DocuSign, and other legal and administrative software is preferred. The ideal candidate will be motivated, resourceful, and proactive, with strong interpersonal and communication skills and the ability to effectively manage multiple priorities in a fast-paced environment.

Successful applicants will have experience supporting multiple partners and attorneys and will exercise excellent judgment and critical-thinking skills. Responsibilities include preparing engagement letters, conflict waivers, and client intake documentation; managing client billing and expense reimbursements; maintaining complex calendars; coordinating meetings, deadlines, conferences, and professional events; and communicating with prospective and existing clients regarding intake and billing matters.

The Corporate Secretary will also perform comprehensive document processing, including redlining, formatting, and assembling signature-ready materials; create, organize, and manage PDF documents and fully executed agreements; draft professional transmittal correspondence; prepare and assemble closing books; process audit requests; and provide backup administrative and secretarial support to corporate attorneys and team members as needed.

Work Environment:

This is primarily an office-based position. The current schedule is four days in the office and one day of remote work. We are an equal opportunity employer and are proud of our commitment to inclusion in our workplace.

Our headquarters at The Boardwalk in Irvine, CA offers state-of-the-art workplace design and technology and is located in one of the greatest places in the world to live and work, just minutes from some of Southern California’s best beach communities and shopping and a short drive from both desert and local mountain resort communities.

Corporate Secretary Salary Range:

Annual Salary Range: $80,000 – $100,000 depending on experience

If you have the necessary qualifications, please contact Ava Azcona (aazcona@rutan.com), Human Resources Coordinator.

Corporate Paralegal sought by Rutan & Tucker, LLP, one of California’s largest full-service law firms. This position will provide paralegal expertise to practice areas related, but not limited to: finance, mergers & acquisitions (M&A) transactions, and securities. This is a non-exempt position with an annual billable hour requirement of 1,450 hours.

Qualifications:

• Ability to work independently and take initiative while also collaborating in a team environment
• Demonstrated attention to detail, reliability and ability to learn new technology quickly.
• Excellent client service skills and ability to work on multiple matters simultaneously in an organized manner and under minimal supervision.
• Flexible and able to respond quickly and positively to shifting demands.
• Successful applicants are able to work under pressure to meet strict deadlines in a fast paced environment.

Job Description:

• Assist with drafting signature pages, certificates, documents, instruments, and other agreements for corporate and financing transactions
• Attend and assist attorneys and clients with transactional closings
• Organize closing documents (including preparing closing binder sets and/or closing files) and signature pages and notarize/coordinate with notaries
• Draft and assist with review of resolutions and related corporate documents in conjunction with corporate entities in both the acquisition and financing context
• Assist clients in preparing due diligence request lists and responding to due diligence requests in financing and M&A transactions; proficient in setting up and using different technology platforms (i.e. virtual data rooms) and other methods for responding to such requests; maintains best practices for organizing, tracking and communicating due diligence responses
• Prepare and maintain closing checklists for financings, M&A and other sophisticated transactions
• Act as primary interface with filing services for any corporate filings required to complete financings, M&A and other sophisticated transaction; keeps all parties aware of filing deadlines
• Assist in closing financings, M&A and other sophisticated transaction, including drafting ancillary documents, preparing signature pages, updating schedules, tracking receipt of signatures, and compiling fully executed copies of documents and agreements.
• Prepare and file Form IDs with the SEC to obtain EDGAR codes
• Prepare and file Form Ds with the SEC and the states
• File Form As and Ds with the states, either electronically through EFD or by paper
• Coordinate preparation of Form 13F.
• Perform blue sky research re: state exemptions

• Prepare and file state registration and/or exemption documents
• Prepare first drafts of response letters to state comment letters
• Monitor/track state status of registrations and/or exemptions
• Monitor/track and prepare annual state registration and/or exemption renewals
• Able to assist in various types of corporate and commercial transactions, including authorizations to do business in the various states
• Maintains timely and accurate timekeeping records
• Retains day to day responsibility for performance of general paralegal duties.

Requirements:

• Minimum of 10 years corporate securities experience within a law firm setting
• Must be proficient with Windows-based software and Microsoft Word, Excel and Outlook.
• Must be familiar with practice specific technology such as legal research tools and software.
• Bachelor’s Degree in Paralegal Studies, Legal Studies, or a related field and/or combination of relevant experience preferred.
• Strong understanding of corporate law principles and procedures.
• Excellent organizational and multitasking skills; must be extremely detail oriented with an ability to check their own work
• Effective and strong written and verbal communication
• Proficient in Microsoft Office Suite (Outlook, Excel, Word, etc.)
• Experience with iManage is preferred

Work Environment:

This is primarily an office-based position. The current schedule is four days in the office and one day of remote work. We are an equal opportunity employer and are proud of our commitment to inclusion in our workplace.

Our headquarters at The Boardwalk in Irvine, CA offers state-of-the-art workplace design and technology and is located in one of the greatest places in the world to live and work, just minutes from some of Southern California’s best beach communities and shopping and a short drive from both desert and local mountain resort communities.

Corporate Paralegal Salary Range:

Annual Salary Range: $105,000 – $140,000 depending on experience

If you have the necessary qualifications, please contact Hannah Ackermann (hackermann@rutan.com), Human Resources Manager.

Litigation and Trial secretary sought by Rutan & Tucker, LLP, one of California’s largest full-service law firms. Desired applicants should have a minimum of 4 years of recent Federal and California litigation experience, in a law firm setting. This position will provide administrative support for five attorneys. This is a full time, non- exempt position and does require a schedule of five days in the office.

Qualified applicants will be computer intuitive demonstrating excellent technical skills utilizing advanced Microsoft Office features including Excel and document management software applications, iManage preferred. The ideal candidate will be motivated and detail oriented with a strong work ethic, excellent interpersonal skills and the ability to work effectively in a high pressure environment.

Successful applicants must have strong experience with document preparation and e-filing in state, federal and appellate courts; will exercise excellent judgment and decision making skills, strong administrative skills (i.e. calendar management, travel arrangements, client billing) and the ability to independently manage multiple projects and daily workflow in a fast paced environment. 

Work Environment:

This is an office-based position and attendance of five days in the office. We are an equal opportunity employer and are proud of commitment to inclusion in our workplace.

Our headquarters at The Boardwalk in Irvine, CA offers state-of-the-art workplace design and technology, and is located in one of the greatest places in the world to live and work – just minutes from some of Southern California’s best beach communities and shopping and a short drive from both desert and local mountain resort communities.

Litigation and Trial Secretary Salary Range:

Annual Salary Range: $90,000 – $110,000 depending on experience

If you have the necessary qualifications, please contact Ava Azcona (aazcona@rutan.com), Human Resources Coordinator.

Trademark Paralegal sought by Rutan & Tucker, LLP, one of California’s largest full-service law firms. The ideal candidate should have 5–10 years of trademark paralegal experience, with substantial recent experience handling domestic and international trademark prosecution and portfolio management. This position will support attorneys in the firm’s Intellectual Property practice, primarily handling trademark prosecution, maintenance, and portfolio management, with some additional intellectual property support as needed. This position is well suited for a paralegal who is ready to develop client relationships and assume increasing responsibility for strategic and independent management of trademark portfolios.

Qualified applicants will be computer intuitive, demonstrating excellent technical skills utilizing Microsoft Office applications, intellectual property docketing systems, and document management software, with iManage preferred. The ideal candidate will be motivated and detail oriented, with a strong work ethic, excellent written and verbal communication skills, maintain a high level of responsiveness and professionalism in client communications, and the ability to work independently and effectively in a fast-paced, client-focused environment.

Successful applicants must have strong experience preparing and filing U.S. and international trademark applications, office action responses, post-registration maintenance filings, and other trademark prosecution documents through the USPTO, Madrid System, and in instructing foreign associates. Candidates should be experienced in managing trademark portfolios and deadlines, conducting trademark clearance searches, reviewing watch notices, coordinating with foreign associates, and preparing client correspondence and portfolio status reports. Familiarity with TTAB proceedings, trademark oppositions and cancellations, copyright registrations, and intellectual property assignments is preferred. Applicants must work well with others, exercise excellent judgment and decision-making skills, demonstrate strong organizational and analytical abilities, and independently manage multiple matters, competing deadlines, and client needs.

Work Environment:

This is a hybrid position requiring at least one day per week in Rutan & Tucker’s Irvine, California office, with regular working hours of 8:00 a.m. to 5:00 p.m., Monday through Friday. This position has an annual billable hour requirement of 1,450 hours.

Our headquarters at The Boardwalk in Irvine, CA offers state-of-the-art workplace design and technology, and is located in one of the greatest places in the world to live and work – just minutes from some of Southern California’s best beach communities and shopping and a short drive from both desert and local mountain resort communities. We are an equal opportunity employer and are proud of our commitment to inclusion in our workplace.

Trademark Paralegal Salary Range:

Annual Salary Range: $105,000 – $125,000 depending on experience

If you have the necessary qualifications, please contact Ava Azcona (aazcona@rutan.com), Human Resources Coordinator.