Estate Planning Legal Assistant/Secretary

Job Description

Job Description

San Francisco law firm built on collaboration, integrity, and a deep respect for the people who make our work possible. From business crime investigations to estate planning, our clients trust us for thoughtful counsel and exceptional service. We take pride in cultivating an environment that is professional, inclusive, and progressive. A special place where everyone has the opportunity and support to do their best work and grow together.

Seeking a dependable Legal Assistant/Secretary with 10 + years' estate planning or probate experience to provide combined secretarial and substantive support. This hands-on role supports attorneys and paralegals with document preparation, client intake/signings, trust funding coordination, and probate filings.

Required Qualifications

• Draft, format, and proofread wills, trusts, powers of attorney, advance health care directives, and related documents for attorney review.

• Prepare/explain signature packages; coordinate execution coordination (witnesses, notary, courier)

• Open and maintain client files, checklists, and matter calendars; track critical deadlines (probate timelines, hearings)

• Prepare probate/estate administration filings and e file with California courts as required; monitor dockets.

• Assist with trust funding: prepare transfer instructions and coordinate with banks, title companies, and county recorders.

• Perform client intake, schedule meetings/signings, answer routine client inquiries (no legal advice)

• Maintain billing/time entries, retainer tracking, and basic trust accounting support as directed.

• Manage and update document templates and use e signature/document assembly tools (DocuSign or firm templates).

Client and Workflow Coordination

• Follow up with clients regarding questionnaires or signature returns.

• Prepare engagement and conflict check packets for attorney review.

• Generate new-matter forms and attach required documentation (conflict check results, engagement letters).

• Track and log matter openings, closing packages, and client deliverables.

• Maintain trackers for active engagements, signings, and document returns.

• Submit expense reimbursements and check requests on behalf of timekeepers.

• Support internal projects or EP-specific administrative initiatives as needed.

Cross Team Collaboration

• Partner with Records, Accounting, and IT to troubleshoot document or workflow issues.

• Provide coverage for secretarial absences as appropriate within training scope.

• Communicate status updates to paralegals, and attorneys on assigned matters.

• Adhere to confidentiality, security, and client data protection standards at all times.
  

REPORTING RELATIONSHIPS

The Estate Planning Legal Assistant/Secretary reports directly to the Office Administrator but receives daily work assignments and task direction from assigned attorneys and paralegals.

Required

• Bachelor's degree or equivalent administrative or legal experience preferred.

• 10 + years or senior-level experience as a legal secretary or legal assistant in estate planning/probate.

• Extensive experience interacting with county offices for recordings deeds, obtaining death certificates, and similar activities.

• Strong proficiency with Microsoft Office Suite (Word, Outlook, Excel).

• Familiarity with iManage or similar document management systems preferred.

• Excellent attention to detail, accuracy, and organizational skills.

• Professional written and verbal communication; client-service mindset.

• Ability to handle confidential information with discretion.

• Demonstrated ability to multitask and meet tight deadlines.

What We Offer

• Competitive salary and comprehensive benefits.

• Professional growth opportunities in both technical support and training.

• A collaborative, team-oriented environment where technology is critical to client service.

Full-time, onsite for first 90 days (with hybrid flexibility thereafter)

Benefits:

• 401(k)

• 401(k) matching

• AD&D insurance

• Dental insurance

• Disability insurance

• Employee assistance program

• Flexible spending account

• Health insurance

• Health savings account

• Life insurance

• Paid time off

• Parental leave

• Profit sharing

• Referral program

• Vision insurance

• Work from home

W3Global was established in 2006 in Fremont, CA with a vision: simplify the recruiting process and develop an industry-disrupting platform to connect candidates with clients. Our cutting-edge Applicant Tracking System enables us to find the right person for the right job, creating value for job seekers and employers. While W3Global initially focused on IT staffing, we have expanded the business to serve many other industries, including accounting and finance, legal, engineering, human resources, government and more.

We’re proud of the investments we’ve made in our team, having grown from four to 1000 employees and evolving into one of the leading recruitment and staffing solution providers in the industry. Our recruiters and account managers are passionate about connecting qualified professionals with the right positions in small, medium, and large companies.

Our Services
W3Global understands the natural ups and downs of an organization’s staffing needs. We are continuously adapting to industry and economic changes to find the right candidates.

We specialize in placing permanent, direct, contract, and temporary positions for companies of any size. Our recruiting services include sourcing, recruiting, screening, interview management, salary negotiations, training, and onboarding.

We are committed to helping organizations redefine their recruitment process by delivering our SaaS-based proprietary application tracking system software.

Our Expertise
W3Global has been delivering staffing solutions for nearly two decades; we know which recruiting strategies work best. Our expert team is committed to developing a customized solution to fit your company’s unique needs.

As a W3Global client, you’ll also receive personalized assistance from a seasoned team of staffing specialists. We are committed to providing both technical support and industry expertise to simplify the hiring process. We know that your time matters. W3Global will help you streamline the hiring process, getting it done and getting it right.

Company Description

W3Global was established in 2006 in Fremont, CA with a vision: simplify the recruiting process and develop an industry-disrupting platform to connect candidates with clients. Our cutting-edge Applicant Tracking System enables us to find the right person for the right job, creating value for job seekers and employers. While W3Global initially focused on IT staffing, we have expanded the business to serve many other industries, including accounting and finance, legal, engineering, human resources, government and more.\r\n\r\nWe’re proud of the investments we’ve made in our team, having grown from four to 1000 employees and evolving into one of the leading recruitment and staffing solution providers in the industry. Our recruiters and account managers are passionate about connecting qualified professionals with the right positions in small, medium, and large companies.\r\n\r\nOur Services\r\nW3Global understands the natural ups and downs of an organization’s staffing needs. We are continuously adapting to industry and economic changes to find the right candidates.\r\n\r\nWe specialize in placing permanent, direct, contract, and temporary positions for companies of any size. Our recruiting services include sourcing, recruiting, screening, interview management, salary negotiations, training, and onboarding.\r\n\r\nWe are committed to helping organizations redefine their recruitment process by delivering our SaaS-based proprietary application tracking system software.\r\n\r\nOur Expertise\r\nW3Global has been delivering staffing solutions for nearly two decades; we know which recruiting strategies work best. Our expert team is committed to developing a customized solution to fit your company’s unique needs.\r\n\r\nAs a W3Global client, you’ll also receive personalized assistance from a seasoned team of staffing specialists. We are committed to providing both technical support and industry expertise to simplify the hiring process. We know that your time matters. W3Global will help you streamline the hiring process, getting it done and getting it right.