Paralegal / Legal Assistant — California Corporate & Cannabis Licensing Filings

Job Type: Full-Time (40 hours/week)
Salary: $1,000 – $1,600 USD/month (based on experience)
Work Setup: Permanent work-from-home, long-term
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ABOUT THE ROLE
We are a California-based multi-location cannabis retail and cultivation company. We operate roughly 30 legal entities and hold state and local licenses across nine cities and counties. Every one of those entities and licenses has filing deadlines, renewal windows, and paperwork requirements attached to it.
We are looking for one detail-obsessed person to own that paperwork end to end.
This is not a general VA role. You will spend your days inside government filing portals, preparing and submitting corporate and licensing documents, and making sure nothing expires, lapses, or gets rejected. If you find deadline calendars and document checklists satisfying rather than tedious, you will do well here.

Important: This role does not involve giving legal advice or practicing law. You will prepare, organize, and submit filings under the direction of our COO and outside counsel. All filings are reviewed and signed by authorized U.S. signatories.
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WHAT YOU WILL DO
California Secretary of State Filings (bizfileOnline)
Prepare and file Statements of Information for LLCs and corporations across ~30 entities
File Articles of Organization / Incorporation, amendments, and dissolution or cancellation documents
Process registered agent changes and foreign qualification filings
Order certified copies and Certificates of Status
Monitor entity status and flag anything that falls out of good standing
California Department of Cannabis Control (DCC) Licensing
Prepare and submit annual license renewal applications ahead of every deadline
Assemble new license applications and license modification requests
Maintain owner and financial interest holder disclosures as ownership changes
Upload and organize supporting documentation: premises diagrams, seller's permits, bonds, labor peace agreements, property owner consent forms, and local authorizations
Track and respond to deficiency notices with the correct supporting documents
Keep a master license register: license numbers, entity, expiration dates, and current status
Local Jurisdiction Permits
Track and renew city and county cannabis business permits, conditional use permits, and business tax certificates across multiple jurisdictions
Monitor local renewal calendars and prepare submission packets
Records and Calendar Management
Own a master filing calendar covering every entity and every license, with advance reminders built in
Maintain organized entity records in Google Drive: formation documents, operating agreements, EIN letters, resolutions, and licenses
Draft routine corporate resolutions and consents from existing templates for attorney review
Coordinate notarization, apostilles, and courier or mail submissions with our U.S. team
Track all matters and deadlines in Asana
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WHAT WE ARE LOOKING FOR
REQUIRED
2+ years of paralegal, legal assistant, or corporate compliance work supporting U.S.-based clients
Direct hands-on experience filing with a U.S. Secretary of State or a comparable government portal
Excellent written English — you will draft correspondence and respond to government agencies
Genuinely exceptional attention to detail. In this role a wrong entity name or a missed date costs real money
Strong organizational systems: you build the tracker before you need it
Comfortable working independently and flagging problems early rather than sitting on them
Comfortable working in the cannabis industry (fully legal and regulated in California)
Reliable high-speed internet, a backup connection, and a quiet dedicated workspace
Able to sign an NDA and handle confidential owner information with discretion

NICE TO HAVE
Experience with California DCC, or cannabis licensing in any U.S. state
Familiarity with CDTFA, EDD, or California FTB filings
Experience managing filings for a large portfolio of entities
Working knowledge of Asana, Adobe Acrobat, Google Workspace, and RingCentral
Paralegal certificate or law degree from a Philippine institution
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WORK SETUP
40 hours per week, Monday through Friday
Core schedule is flexible, but we need at least 3 hours of daily overlap with Pacific Time business hours (roughly 11:00 PM to 2:00 AM OR 6:00 AM to 9:00 AM Manila time) for handoffs and calls. The rest of your hours can be worked during your normal day
Permanent remote position
We provide access to all systems, tools, and training on our specific filings
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COMPENSATION AND BENEFITS
$1,000 – $1,600 USD per month depending on experience
Paid time off after 3 months
Annual performance review with raise consideration
Long-term, stable position — we are hiring someone to grow with us, not for a short project
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HOW TO APPLY
Please follow these steps exactly. Applications that skip a step will not be reviewed.
Put "SOS FILINGS — [Your Name]" in the subject line of your application.
In the body of your message, answer these three questions in your own words:
Describe a specific U.S. government filing you have prepared or submitted. What was it, what portal did you use, and what made it tricky?
How do you personally keep track of recurring deadlines across many different clients or entities? Describe your actual system.
What would you do if you discovered a filing deadline had already been missed?
Attach your resume.
Include a link to a sample of your written English — a work sample, a cover letter, or a document you drafted (redact any confidential information).
Create a short video (< 2 minutes) introducing yourself and explaining your experience.
We review every application that follows these instructions. Shortlisted candidates will be asked to complete a short paid test task before any interview.