Paralegal Project Assistant Jobs in Santa Rosa, CA

Summary: 

We are looking for a paralegal to assist with winery compliance, licensing, regulatory filings, and contract administration. This position is responsible for drafting and customizing contracts, agreements, legal correspondence, and other business documents using established templates, coordinating contract administration, maintaining corporate legal records, and supporting legal projects. 
The role also provides administrative support compliance activities, including alcohol beverage licensing, TTB filings, COLAs, and regulatory documentation, while working collaboratively with internal departments and outside winery compliance counsel and legal counsel, as needed.
The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities while maintaining confidentiality and delivering high-quality work in a fast-paced environment.

Reports to: CFO/COO
Classification: Full-time, Exempt 
Compensation: $70.3k - $90k
Location: 100% on-site at Napa, CA headquarters

You Will: 

• Assist with the preparation and coordination of legal documents for review by outside legal counsel, as needed.
• Coordinate the contract lifecycle, including document preparation, routing, execution, tracking, renewals, and record retention.
• Maintain contract files, corporate records, legal documentation, and electronic document management systems.
• Track contract expiration dates, renewal deadlines, and other legal obligations.
• Conduct legal and business research and prepare summaries for management and outside counsel.
• Prepare legal correspondence, reports, presentations, and spreadsheets to support business initiatives.
• Coordinate with internal departments to gather information necessary for contract preparation and legal documentation.
• Organize and maintain corporate legal records while ensuring confidentiality of sensitive business information.
• Provide administrative support for winery compliance activities in coordination with outside winery compliance counsel.
• Assist with preparing, organizing, and submitting alcohol beverage licensing applications, renewals, permits, and regulatory filings.
• Support TTB permit applications, amendments, reports, and related regulatory documentation.
• Prepare and coordinate COLA submissions and maintain associated records.
• Maintain licensing files, compliance records, and regulatory documentation.
• Track licensing renewals, filing deadlines, and regulatory reporting requirements.
• Coordinate with regulatory agencies, outside winery compliance counsel, and internal departments regarding routine compliance matters.
• Assist with product registrations and other regulatory compliance documentation, as assigned.
• Maintain accurate legal, compliance, and corporate records.
• Exercise sound judgment and maintain strict confidentiality when handling sensitive legal and business information.
• Identify opportunities to improve document management, contract administration, and legal processes.
• Assist with special projects and perform other related duties as assigned.
   

Qualifications: 

• Associate's or Bachelor's degree in Paralegal Studies, Legal Studies, Business Administration, or a related field preferred.
• Paralegal Certificate from an ABA-approved or accredited program.
• Minimum of 3-5 years of corporate paralegal or legal support experience.
• Experience drafting contracts, agreements, and other legal documents using standardized templates.
• Experience with contract administration and document management.
• Experience supporting regulatory compliance or licensing activities preferred.
• Winery, alcohol beverage, food and beverage, or other regulated industry experience is highly desirable.
• Strong knowledge of contract drafting, contract administration, and legal documentation.
• Ability to customize legal templates and prepare business agreements with a high degree of accuracy.
• Familiarity with alcohol beverage licensing, TTB, COLA, or regulatory compliance processes is preferred.
• Excellent organizational, time management, and project coordination skills.
• Strong written and verbal communication skills.
• Ability to coordinate effectively with outside legal counsel, outside winery compliance counsel, regulatory agencies, and internal stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to learn and utilize contract management, compliance, and document management software.
• Strong attention to detail and commitment to producing accurate, high-quality work.
• Ability to manage multiple priorities while meeting deadlines in a fast-paced environment.
• Ability to maintain confidentiality and exercise discretion when handling legal and business information.

Physical Requirements & Demands: 

• Ability to sit and work at a computer for extended periods.
• Ability to occasionally lift up to 20 pounds.
• Ability to occasionally travel between company locations, as needed.

Our Benefits: 

• Medical, Dental, and Vision Insurance – Full suite of healthcare coverage options to meet individual and family needs.
• Life and AD&D Insurance – Company-provided coverage for added peace of mind.
• Paid Time Off (PTO) – 14 days of annual PTO to rest, recharge, and prioritize personal well-being.
• Paid Family Medical Leave – Company-paid leave to support employees during important family or medical situations.
• 401(k) Profit Sharing Plan with Company Match – Plan for your future with our retirement savings plan, including generous company matching.
• Holiday Pay – Paid holidays provided throughout the calendar year.
• PTO Donation – Employees can donate PTO hours to a shared bank or directly to a co-worker in need.
• Employee Assistance Program (EAP) – Confidential, company-provided support for mental health, financial counseling, legal guidance, and more.
• LifeMart – Access to exclusive discounts and special offers on products and services through the LifeMart employee savings program.
• Pet Insurance – Optional coverage to help care for your furry family members.
• Employee Wine Discounts – Enjoy generous savings on our portfolio of wines.
• Supplemental Benefit Options – Access to a variety of voluntary benefit programs for additional coverage and personalized support.

Please note it is not typical for a new hire to be offered compensation at or near the top of that range. The final salary offered will depend on several factors, such as the candidate’s qualifications, education, and experience. It will also take into account internal equity as well as alignment with current market data. 

We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status. We are proud to be an equal opportunity workplace