Trust And Estates Legal Secretary

Overview

• Provide administrative and legal support to attorneys in the Trusts and Estates practice group.
• Assist with drafting, revising, and formatting estate planning documents and probate filings.
• Ensure accuracy, confidentiality, and adherence to firm procedures and deadlines.
• Coordinate document signing, notarization, and witness arrangements effectively.
• Manage attorney calendars and deadlines related to estate planning and probate matters.
• Provide back-up secretarial assistance and support for ad hoc projects as needed.
• Handle multiple tasks in a fast-paced environment with professionalism.

Key Responsibilities & Duties

• Draft, revise, and format estate planning documents including wills, trusts, and powers of attorney.
• Prepare probate and estate administration documents for court filings.
• Proofread legal documents for accuracy, completeness, and proper formatting.
• Assemble estate planning binders and client document packages.
• Schedule client meetings, attorney calls, and document execution appointments.
• Format and edit correspondence, engagement letters, and open new client matters.
• Manage invoice pro formas and coordinate with billing department on finalizing invoices.
• Enter attorneys’ time and submit expenses accurately.

Job Requirements

• Bachelor of Arts (BA) degree required.
• 5+ years as an Executive Assistant or Legal Secretary in a law firm environment.
• Proficiency in Microsoft Office Suite, iManage, and legal document management systems.
• Strong proofreading, organizational, and time management skills.
• Ability to maintain strict confidentiality and exercise sound judgment.
• Excellent communication and client service skills.
• Experience managing high volume of invoices and billing inquiries.
• Strong interpersonal skills with a proactive and sympathetic approach.