Legal Secretary

Job Description

Job Description

Job description:

Trust Litigation, Probate, and Estate Planning Firm is looking for a Legal Secretary to join our team. This is a great opportunity to join a growing law firm that does exceptional high end work!

Job Summary

We are seeking a detail-oriented and proactive Legal Secretary who can provide high-level administrative support to our attorneys and paralegals. The ideal candidate will have a minimum of 2 years experience working as a Legal and/or Administrative Assistant in a law firm. This role involves providing essential support to attorneys and paralegals throughout the Trust and Probate process, ensuring that all case-related documentation is completed efficiently, and effectively managing client billing. This is a fantastic opportunity to be part of a growing firm that values excellence and professionalism.

Duties

Document Preparation: Draft, format, assemble and serve probate/trust-specific documents and forms. Prepare documents for adequate service and ensure that outgoing mail is delivered timely.

Billing: Assist in monthly billing of client invoices, respond to billing inquiries from clients and staff, and follow up on past-due invoices with clients to replenish account.

Calendar Coordination: Arrange and coordinate court appearances, tele-appearances, filing deadlines, and reminders. Coordinate and schedule depositions, mediations, and attorney-client meetings (in-person and telephonic).

Deadline Management: Maintain organized schedules and provide timely reminders to ensure attorney and paralegal deadlines are met.

Electronic Filing: Assist Paralegals with electronic filings of court documents with various state courts and third party vendors (ex. OneLegal).

Communication Management: Communicate effectively with court clerks, bond companies, other law firms, and opposing parties. Maintain regular communication with clients, by providing updates and gathering information as directed by attorneys.

Intakes: Conduct new client intakes for Estate Planning, Litigation and Probate departments. Scheduling of potential client intakes.

Support Staff: Provide administrative support to supervising paralegal.

Qualifications

Two years of experience working in a law office (Required)

Familiarity with probate and trust administration processes is preferred but not required

Proficiency in navigating essential software, utilization of various third-party software systems, and ability to enterprise management systems used for day-to-day operations

Ability to act independently and act in a team-based environment

Strong writing skills

Excellent organizational skills with a keen attention to detail

Ability to manage multiple tasks simultaneously while meeting deadlines

Strong communication skills, both written and verbal

Experience providing executive administrative support is a plus

Job Type: Full-time

Benefits:

401(k) matching

Free parking

Opportunities for advancement

Paid sick time

Paid time off

Education:

High school or equivalent (Required)

Ability to Commute:

Newport Beach, CA 92660

Work Location: In person

Benefits:

• Free parking
• Paid sick time
• Paid time off

Work Location: In person