Legal Secretary/Paralegal
Location: Mount Vernon, NY
Reports to: General Counsel
Classification: Full-Time, Exempt
Company Overview
Our Client is a leading private company specializing in the acquisition, development, and operation of branded gasoline service stations, convenience retail stores, and quick-serve restaurants across the Tri-State area. With over 200 locations, our client is a prominent motor fuel distributor and broker for major brands, including BP, Exxon Mobil, Citgo, Shell, and ConocoPhillips.
We are seeking a highly organized and detail-oriented Legal Secretary/Paralegal to support our client's legal team in their corporate office ensuring efficient operations and compliance within our dynamic organization.
Position Summary
The Legal Secretary/Paralegal provides comprehensive administrative and substantive legal support to our client's legal department. This role involves managing legal documents, conducting research, and assisting with corporate, real estate, and compliance matters related operations. The ideal candidate will be proactive, possess strong organizational skills, and thrive in a fast-paced environment while maintaining confidentiality and professionalism.
Essential Duties and Responsibilities
Administrative Support:
Manage calendars, schedule meetings, and coordinate appointments for attorneys and legal staff.
Prepare, proofread, and format legal documents, correspondence, and reports.
Maintain organized physical and digital filing systems for contracts, leases, and corporate records.
Legal Support and Research:
Assist in drafting and reviewing legal documents, including contracts, leases, and vendor agreements.
Conduct basic legal research using tools such as Westlaw, LexisNexis, or public records to support real estate acquisitions, compliance, and corporate governance.
Support attorneys in preparing for negotiations, closings, and regulatory filings related to service stations and retail operations.
Track and manage deadlines for legal filings, permits, and licensing requirements.
Compliance and Corporate Support:
Assist with ensuring compliance with federal, state, and local regulations, including environmental, labor, and fuel industry standards.
Maintain records for corporate governance, including board minutes, resolutions, and entity registrations.
Coordinate with external counsel, vendors, and regulatory agencies as needed.
Case and Project Management:
Organize and maintain case files for real estate transactions, litigation, or regulatory matters.
Assist in preparing materials for due diligence, audits, or acquisitions.
Support the legal team in managing multiple projects under tight deadlines in a fast-paced environment.
Team Collaboration:
Work closely with attorney and administrative staff to ensure seamless operations.
Build and maintain professional relationships with internal departments (e.g., real estate, operations) and external stakeholders (e.g., vendors, regulators).
Minimum Required Qualifications
Education and Experience:
Associate’s degree or certificate in paralegal studies, legal studies, or a related field; a Bachelor’s degree is preferred.
OR a high school diploma with 3-5 years of relevant experience in a law firm, corporate legal department, or similar setting.
Paralegal certification from an accredited program (approved by the American Bar Association) is a plus.
Skills and Competencies:
Proficiency in Microsoft Office (Word, Excel, Outlook), SharePoint, and legal research tools (e.g., Westlaw, LexisNexis).
Strong understanding of legal terminology, procedures, and documentation, particularly in corporate, real estate, or compliance areas.
Excellent written and verbal communication skills for drafting documents and interacting with internal and external stakeholders.
High level of organizational skills and attention to detail to manage multiple priorities and deadlines.
Ability to maintain confidentiality and handle sensitive information with professionalism.
Familiarity with e-filing systems and corporate record-keeping is preferred.
Industry Knowledge:
Knowledge of real estate transactions, corporate governance, or regulatory compliance is a plus.
Experience in the fuel distribution, retail, or convenience store industry is advantageous but not required.
Work Environment:
Ability to work in a fast-paced, dynamic office environment in Mount Vernon, NY.
Occasional travel may be required to support attorneys at meetings, closings, or site visits within the Tri-State area.
Compensation Package: Salary commensurate with experience, bonus, excellent benefits, 401K & much more…
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