Trust And Estates Legal Secretary

Overview

• Provide comprehensive administrative and legal support to attorneys specializing in Trusts and Estates, ensuring efficient workflow and high-quality deliverables.
• Assist in drafting, revising, and formatting estate planning documents, probate filings, and other legal materials with precision and confidentiality.
• Coordinate document execution processes, including notarization and witness arrangements, while maintaining adherence to legal standards.
• Manage attorney schedules, deadlines, and client communications to ensure seamless operations within the practice group.
• Support ad hoc projects and provide backup assistance to maintain productivity during peak periods.
• Handle multiple priorities in a fast-paced environment, demonstrating professionalism and adaptability.
• Contribute to the firm's commitment to excellence by upholding confidentiality and delivering exceptional client service.

Key Responsibilities & Duties

• Draft, revise, and finalize estate planning documents, including wills, trusts, and powers of attorney, ensuring accuracy and compliance.
• Prepare and file probate and estate administration documents, adhering to court requirements and deadlines.
• Proofread legal documents for completeness, proper formatting, and grammatical accuracy.
• Organize and assemble estate planning binders and client document packages for distribution.
• Schedule client meetings, attorney calls, and document execution appointments efficiently.
• Format and edit correspondence, engagement letters, and open new client matters in accordance with firm standards.
• Manage invoice pro formas and collaborate with the billing department to finalize invoices accurately.
• Enter attorneys’ time and submit expenses promptly to support billing processes.

Job Requirements

• Bachelor of Arts (BA) degree required, with a strong academic foundation in administrative or legal studies.
• Minimum of 5 years of experience as a Legal Secretary or Executive Assistant in a law firm environment.
• Proficiency in Microsoft Office Suite, iManage, and legal document management systems is essential.
• Exceptional organizational, proofreading, and time management skills to handle complex tasks efficiently.
• Ability to maintain strict confidentiality and exercise sound judgment in sensitive situations.
• Strong communication and client service skills to foster positive relationships and deliver excellent support.
• Experience managing high volumes of invoices and addressing billing inquiries effectively.
• Proactive and empathetic interpersonal skills to collaborate successfully within a team-oriented environment.