Legal Assistant - Estate Planning

Job Description

Job Description

Job Description

We are seeking an experienced, detail-oriented, and highly organized Legal Assistant to join our team. The ideal candidate will provide essential support to attorneys and paralegals in estate planning and estate administration matters. This role requires exceptional organizational and communication skills, strong attention to detail, and the ability to manage multiple priorities in a fast-paced, client-focused environment.

The ideal candidate must be comfortable communicating extensively with clients regarding estate planning documents, scheduling, and matter status updates while understanding the importance of not providing legal advice. Accuracy, professionalism, and responsiveness are critical in this position.

Responsibilities

Administrative Support

Provide comprehensive administrative support to multiple attorneys and paralegals, including complex calendar management, scheduling appointments, coordinating client meetings, and managing frequent scheduling changes with a high degree of accuracy.

Coordinate meetings through Outlook, Zoom, and Teams while ensuring calendars, confirmations, and client communications remain organized and accurate at all times.

Maintain and organize electronic and physical client files, ensuring confidentiality and compliance with Firm policies.

Manage incoming and outgoing correspondence, including mail, email, and phone communications.

Document Preparation and Management

Proofread, organize, and send draft estate planning documents and correspondence.

Coordinate document execution meetings, act as a witness or notary public, and ensure proper collection and recording of client payments.

Record and process deeds accurately and promptly with the appropriate county or state office.

Ensure all finalized documents are properly assembled, delivered, and stored.

Client Communication and Service

Serve as a primary point of contact for clients regarding scheduling, document coordination, status updates, and general questions related to estate planning matters.

Communicate professionally and confidently with clients regarding estate planning documents and processes while recognizing when legal questions must be directed to an attorney.

Provide exceptional client service through responsiveness, professionalism, empathy, and attention to detail.

Draft and send client communications, including engagement letters, follow-up correspondence, and status updates.

Track and manage daily and ongoing tasks in Kanban (or other Firm-approved workflow systems) to ensure timely completion of assignments and follow-up tasks.

Operational Support

Assist with Firm marketing initiatives, including planning and coordinating client seminars, workshops, and community events.

Provide coverage for other legal assistants and reception duties as needed to maintain smooth office operations.

Support attorneys in managing billing and administrative aspects related to client matters, as directed.

Quality and Compliance

Uphold the highest standards of professionalism, confidentiality, and ethical conduct in all client and Firm interactions.

Monitor and maintain compliance with Firm procedures and applicable legal standards.

Proactively identify process improvements to enhance efficiency and client satisfaction.

Qualifications and Skills

Minimum of 2–3 years of experience in a law firm or professional office environment (estate planning experience strongly preferred).

Paralegal Certificate preferred if the candidate does not have at least one year of law firm experience.

Notary Public commission (or willingness to obtain).

Proficiency in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint) and document management systems.

Proficiency in scheduling through Outlook, Zoom, and Teams.

Excellent organizational, communication, and interpersonal skills.

Strong attention to detail and the ability to manage multiple tasks, calendars, and deadlines with accuracy and efficiency.

Ability to communicate professionally with clients in a high-touch, concierge-style legal environment.

Professional demeanor with the ability to work independently and collaboratively as part of a team.

Physical and Work Environment Requirements

• Ability to remain in a stationary position for extended periods.
• Ability to lift and move files or office materials up to 25 pounds.
• In-office Monday – Friday, 8:30 am – 5:00 pm

What’s Offered

• Competitive salary (based on experience)
• Health, dental, and vision insurance
• 401(k) with employer match
• Paid time off and holidays
• A polished, professional, faith-based, team-oriented work environment

Job Type: Full-time

Experience:

• Wills, trusts & estate law: 2 years (Required)

Work Location: In person