Trust & Estates Legal Executive Assistant

Trust & Estates Executive Assistant provides high-level administrative support and serves as a right-hand to the attorneys in the management of the attorneys’ practices. This role would be ideal for a resourceful self-starter who is interested in a challenge; who can maintain strict confidence; and who is adept at working both independently and collaboratively.

RESPONSIBILITIES:

· Serve as the right-hand to the attorneys in the administration of their Private Client practices and the service of their clients; develop and maintain a deep understanding the practices and clients.

· Manage flow of information to help organize, prioritize, and address requests from both internal and external clients through to completion.

· Take initiative to proactively assist attorneys with their practices and with administrative tasks, including calendaring, conflict checks, and communications.

· Monitor and manage attorneys’ calendars and diaries for time-keeping purposes.

· Draft, format, proofread, and edit legal documents, power point presentations, and excel spreadsheets; ensure accuracy of details.

· Assist with time entry and preparation of client bills, ensuring time is submitted timely and bills are sent to clients.

· Arrange and coordinate logistics and services for meetings, events, signings, etc.

· Handle travel arrangements for out-of-town meetings and conferences

· Coordinate reimbursements, efficiently reconcile expenses and submit invoices.

· Track business development activities, including calendaring of follow-up actions.

· Develop positive and productive relationships with members of the firm and its vendors, allowing for the effective use of internal services to efficiently perform work.

· Transmit all correspondence and other legal documentation to the appropriate client/matter files and title files and the retrieval of the same.

· Arrange for service of process, hand-deliveries, and conference calls.

· Relay/interpret communications and/or work assignments between partners, associates, paralegals and other firm personnel.

QUALIFICATIONS:

· BA/BS degree preferred, but not required.

· 7+ years of prior administrative, legal and/or executive assistant experience required. Private Client or Trust and Estates experience preferred.

· Expertise in Microsoft Word (styles), Microsoft Outlook, PowerPoint, and Excel. Comprehensive understanding of PDF (Kofax, Adobe) functions.

ESSENTIAL SKILLS:

· Willingness to develop a deep understanding the Private Client practice and clients.

· Top-notch client service skills – for both internal and external clients.

· Excellent attention to detail and organizational skills with the ability to timely and accurately follow instructions and maintain accurate records.

· A high level of professionalism, organization, flexibility, thoughtfulness, initiative, and reliability to appropriately set priorities, and manage multiple responsibilities efficiently and effectively.

· Exceptional written and verbal communication skills.

· A consistent “can do” approach, and the ability to remain cool and professional under pressure.

· Ability to maintain strict confidentiality of client and Firm matters.

· Creative problem-solving skills and the ability to anticipate the next question or task.

· Demonstrates the ability to communicate effectively with all levels of personnel within the Firm.

· Ability to adjust work schedule to accommodate occasional overtime work.