Job Description

We are seeking an exceptional Executive Legal Assistant to serve as a critical operational pillar of the company. This is a multi-hat role for someone who is sharp, organized, and comfortable supporting corporate legal, governance, and people-operations work at a fast-moving startup. Paralegal training or certification is a strong plus, but we're equally interested in candidates with excellent legal secretary or executive assistant backgrounds who have picked up equity, governance, or corporate securities exposure on the job. This is not a role for someone who needs direction on every task. It is a role for someone who sees what needs to be done, takes ownership, and gets it done — with precision, discretion, and professionalism. What You'll Do Role Summary We are seeking an exceptional Executive Legal Assistant to serve as a critical operational pillar of the company. This is a multi-hat role for someone who is sharp, organized, and comfortable supporting corporate legal, governance, and people-operations work at a fast-moving startup. Paralegal training or certification is a strong plus, but we're equally interested in candidates with excellent legal secretary or executive assistant backgrounds who have picked up equity, governance, or corporate securities exposure on the job. This is not a role for someone who needs direction on every task. It is a role for someone who sees what needs to be done, takes ownership, and gets it done — with precision, discretion, and professionalism. Legal & Corporate Support Support the cap table in Carta or comparable cap table management software — helping process option grants, track vesting, and keep equity documentation organized and audit-ready Help administer the equity plan — grant agreements, exercise notices, vesting schedules, and employee communications Maintain corporate governance records — board and shareholder minutes, written consents, officer certificates, and resolutions Draft and manage routine corporate documents — NDAs, consulting agreements, vendor contracts, offer letters, and IP assignments Serve as a liaison to outside counsel — preparing materials, tracking deliverables, and following through on action items Track state and federal compliance filings — registered agent relationships, good standing, annual reports, and foreign qualifications Provide general legal research support as directed by the COO & General Counsel People Operations Support Coordinate with ADP TotalSource or similar PEO on HR administration — onboarding, offboarding, employment changes, and benefits Draft and maintain employment documents — offer letters, employment agreements, NDAs, PIIAs, and separation agreements Support company policies and the employee handbook Track the HR compliance calendar — filings, notices, and required trainings Assist with recruiting coordination — job postings, candidate tracking, and reference checks Financial Operations Support Serve as a point of contact with our outside fractional accounting firm — coordinating requests and tracking deliverables Help manage accounts payable — reviewing and routing invoices for approval Support basic financial recordkeeping and budget tracking Handle corporate credit card reconciliation and expense reporting Help ensure timely payment of registered agent fees, state filings, and vendor contracts Required: 3-5+ years of experience as a legal secretary, executive legal assistant, corporate paralegal, or similar legal/startup operations role Strong organizational skills and exceptional attention to detail — nothing falls through the cracks on your watch Comfortable managing multiple workstreams and shifting priorities without losing track of details Strong written communication skills — comfortable drafting and formatting professional documents Discretion and sound judgment handling sensitive legal, financial, and personnel information Startup experience, or a clear ability to adapt to fast pace and ambiguity Ability to work fully in-office in La Jolla, CA — this is not a remote role Robust professional references required — references will be contacted Nice to Have (Not Required): Paralegal certificate or JD — corporate, securities, or transactional focus a plus Hands-on Carta experience or familiarity with cap table management Exposure to 83(b) elections, option grant documentation, or equity plan administration Experience with ADP TotalSource or a similar PEO platform Basic bookkeeping literacy — comfortable reviewing financial reports and coordinating with an accounting firm Familiarity with QuickBooks or similar accounting software Experience with cryptocurrency or digital asset company operations Background supporting a General Counsel, COO, or founder in a dual legal-operations capacity Familiarity with California employment law Permission.io is an equal opportunity employer. #J-18808-Ljbffr

Job Tags

Similar Jobs