Trusts and Estates Legal Assistant
Job Title:
Trusts and Estates Legal Assistant
Job Responsibilities:
The Trusts and Estates Legal Assistant is tasked with managing, producing, and processing both administrative and client-specific information to ensure that the law firm meets its business and client service objectives. The assistant provides support to timekeepers and is part of a virtual support team, handling complex tasks that require a deep understanding of trusts and estates practice, court procedures, government agency filing requirements, and compliance policies such as conflicts of interest, privacy, and deadline docketing. The role involves serving as a "client relationship manager," integrating new clients into the firm's business structure, managing critical client information, and coordinating a high volume of client and administrative work.
Key responsibilities include:
- Independently performing a full range of administrative support tasks.
- Managing client communication, including scheduling appointments by understanding client needs and coordinating with internal timekeepers.
- Scheduling and arranging client document execution meetings, serving as a witness and/or Notary Public, and ensuring documents are handled in accordance with department protocols.
- Reminding timekeepers of deadlines and anticipating their needs.
- Typing, editing, formatting, and proofreading a variety of documents, and assisting with electronic filing preparation.
- Managing file organization both digitally and on paper, maintaining client and departmental files using established protocols.
- Understanding client billing and managing administrative aspects of client/matter intake, including obtaining and entering required information into the New Business Intake (NBI) system.
- Leveraging firm tools and software to locate client or matter-specific information and conducting basic Lexis and internet research as needed.
- Collaborating with other timekeepers and legal assistants to complete assignments.
- Working collaboratively with internal departments as needed.
- Delegating work to firm resources to complete assignments effectively.
Education and Experience Information:
- A minimum of two to four years of Trusts and Estates legal secretarial experience is strongly preferred.
- Experience in handling a wide range of administrative tasks and making travel arrangements.
- Capable of supporting multiple timekeepers in a fast-paced, changing environment.
- Ability to manage conflicting priorities effectively.
- Excellent verbal, written, organizational, analytical, and interpersonal skills.
- Outstanding client service and decision-making skills.
- Ability to produce accurate draft documents from various sources.
- Familiarity with court procedures and regulatory agency requirements.
- Capable of working independently with minimal supervision while contributing to a team.
- Demonstrates professionalism, confidentiality, discretion, and decorum.
- Responsiveness to timekeeper/client needs and follow-up where appropriate.
- Understanding of basic business relationships and client confidentiality principles.
- Proficiency in Microsoft Office (Word, Outlook, Excel, PowerPoint), InterAction, FileSite, InTapp, CMS, PDF scanning, and other advanced software applications.
- Notary Public in the state of residence.
Salary Information:
The text does not provide specific salary information for the Trusts and Estates Legal Assistant position.
