Administration Assistant

Job Description

Job Description

We are a small, established boutique law firm focused on probate administration, trust administration, estate planning, guardianships and conservatorships, and related estate matters . Our firm takes pride in providing thoughtful, personalized service to our clients while maintaining a professional, collegial, and team-oriented work environment.

We are seeking a highly organized, dependable, and personable Administrative Assistant to support the attorneys and paralegals with the day-to-day administrative operations of the firm.

This is an excellent opportunity for someone who enjoys working in a small-office environment, takes pride in doing things correctly, and wants to become an integral part of a close-knit legal team.

Position Responsibilities

The Administrative Assistant will provide general administrative and client-support services, including:

• Answering and directing incoming telephone calls and assisting clients in a professional and courteous manner
• Greeting clients and visitors
• Managing incoming and outgoing mail, deliveries, and correspondence
• Opening and organizing incoming mail and documents
• Scanning, copying, filing, and organizing documents
• Maintaining electronic and physical client files
• Assisting with document preparation, formatting, and proofreading
• Entering and updating client and case information in the firm's case-management system
• Scheduling appointments, meetings, and consultations
• Assisting attorneys and paralegals with administrative and clerical tasks
• Preparing documents and materials for client meetings, court filings, mailings, and other matters
• Assisting with court filings, service, and other administrative aspects of probate matters as needed
• Processing and organizing invoices, receipts, and other financial documentation
• Assisting with new-client intake and collecting necessary information and documents
• Following up with clients regarding requested documents or information
• Maintaining office supplies and assisting with general office organization
• Assisting with other projects and administrative needs as they arise

Qualifications

Required:

• Excellent organizational and time-management skills
• Strong attention to detail and accuracy
• Excellent written and verbal communication skills
• Professional and friendly demeanor
• Ability to maintain confidentiality and handle sensitive client information appropriately
• Ability to prioritize and manage multiple tasks in a deadline-driven environment
• Strong computer skills and familiarity with Microsoft Office, including Word and Outlook
• Ability to work independently while also functioning effectively as part of a small team
• Dependable, punctual, and willing to take ownership of assigned responsibilities

Preferred:

• Prior experience in a law firm or professional services environment
• Experience with probate, estate planning, or other areas of legal practice
• Familiarity with legal terminology and court procedures
• Experience with Clio or other legal case-management software
• Notary Public commission or willingness to obtain one

What We're Looking For

The ideal candidate is someone who is organized, proactive, conscientious, and genuinely enjoys helping people . Because we are a small firm, every team member plays an important role in the firm's success. We are looking for someone who notices when something needs to be done and takes initiative to get it done.

You should be comfortable interacting with clients who may be dealing with difficult or emotional circumstances, including the loss of a loved one. Professionalism, empathy, discretion, and good judgment are therefore particularly important.

Prior legal experience is helpful but not necessarily required for the right candidate. We are willing to train someone who has the right attitude, work ethic, and attention to detail.

Why Join Us?

• Work in a small, supportive, and collaborative boutique law firm
• Meaningful client-facing work
• Opportunity to learn about probate, estate planning, and other areas of trusts and estates law
• Direct interaction with attorneys and clients
• Varied responsibilities rather than repetitive administrative work
• Professional and respectful work environment
• Opportunity for growth as the firm continues to develop

To Apply

Please submit your resume and a brief cover letter explaining your interest in the position and why you believe you would be a good fit for our firm.

We look forward to hearing from you!

Our firm handles all aspects of Estate Law, including estate planning, estate administration, and trust/probate litigation.

Company Description

Our firm handles all aspects of Estate Law, including estate planning, estate administration, and trust/probate litigation.