Trust and Estates Administrative Assistant

Trusts And Estates Administrative Assistant

NovaLaw/Briefly is a support organization, professionally running the back-office operations of a tech-enabled, highly selective, global law firm consistently recognized for its excellence, innovation, and teamwork throughout its 45 offices in 14 countries and five continents. This disruptive business model has widely become known amongst the most innovative in the legal industry prioritizing collaboration, dynamic innovation, consistent excellence, agility, and efficiency. These core principles provide our firm with an insightful understanding of how we can continue to push our growth year over year.

We have an immediate opening for a Trusts and Estates Administrative Assistant. This is a part-time in office position that will provide support to our Boston partners and the legal support department. The ideal candidate has prior law office experience, and is collaborative, detail-oriented, organized, and self-sufficient, with the ability to work in a fast-paced environment.

Essential Functions & Responsibilities

• Manage reception area; answer and route phone calls, greet and sign-in guests, etc.
• Ensure all incoming mail (USPS, FedEx, UPS) is received and distributed to the appropriate person and outgoing mail is dropped off.
• Prepare mailings and documents for attorneys and clients.
• Create, edit, format and proofread letters, memos, and other documents using Microsoft Word, Excel, iManage, and Adobe Acrobat as necessary. Compose routine correspondence and emails, as needed.
• Prepare and submit time entries, fees, and expenses for various attorneys.
• Provide backup trusts and estates administrative assistance to partners, associates and other legal and administrative staff as assigned.
• Organization and upkeep of office; ordering and stocking of supplies, ensuring conference rooms and lobby are always presentable, etc.
• Photocopying, scanning, and saving of documents to cloud-based file management system.
• Coordinate with clients, external counsel, and other vendors to obtain and exchange information and documentation related to legal matters.
• Adobe Sign and DocuSign coordination for attorneys
• Assists with Trusts and Estates Signings
• Other administrative tasks as assigned.

Essential Capabilities

• Proficient with Adobe and Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Strong professional communication and interpersonal skills in dealing with all levels of the firm (attorneys, secretaries, administration, and other members of staff).
• The ability to understand and follow oral and written directions.
• Excellent organizational skills, attention to detail, and ability to prioritize and manage multiple tasks.
• Reliability, efficiency, teamwork, professionalism, ability to multi-task, and attention to detail are essential.
• Must be able to work independently and prioritize work.
• Creative problem-solving skills.
• Flexibility to adjust to the role as it evolves.

Education/Experience

• Associate degree from an accredited college or university.
• Experience with iManage.
• 2+ years of working in a legal office environment.
• Experience with Trusts and Estates support a plus.