Legal - Administrative Assistant

Job Description

Job Description

Notary License is Required

LOCATION: Primarily our Laguna Hills office (occasionally in our San Clemente office, as needed)

HOURS: In-Person, Monday through Friday from 8:30 am to 5 pm

SALARY: $25 to $32 per hour DOE + benefits

The Legal & Administrative Assistant provides administrative and legal support to the firm’s attorneys and staff, with a primary focus on client service, document preparation, and office operations.

This role is ideal for someone who is detail-oriented, organized, and comfortable working in a client-facing legal environment. The position supports day-to-day administrative and legal functions to help ensure smooth operations and an excellent client experience.

This is a full-time, in-person position based primarily in our Laguna Hills office, with occasional support required at our San Clemente office.

NO PHONE CALLS OR EMAILS REGARDING THIS POSTING. NO RECRUITERS OR HEADHUNTERS.

$25 - $32 per hour + benefits

Legal Assistance Support to the Trust Administration Team

• Provide administrative and legal support to the Trust Administration team throughout the administration process
• Assist with the preparation, organization, and processing of trust administration documents, correspondence, and client materials
• Coordinate client meetings, signing appointments, and follow-up communications related to trust administration matters
• Maintain accurate and organized physical and digital trust administration files in MyCase and SharePoint
• Assist with drafting routine correspondence, document assembly, scanning, copying, mailing, and data entry for trust administration matters
• Track outstanding tasks, follow-ups, deadlines, and requested documentation to help ensure matters progress timely and efficiently
• Communicate with clients, financial institutions, and third parties regarding document requests, signatures, and status updates as directed by attorneys or senior team members
• Assist with obtaining and organizing asset information, statements, deeds, beneficiary information, and supporting documentation
• Support the team with notarizations, document execution coordination, and file maintenance related to trust administration matters
• Escalate urgent issues, missing information, or client concerns promptly to attorneys or leadership
• Provide exceptional client service to trustees, beneficiaries, and related parties while maintaining professionalism, empathy, and confidentiality throughout the administration process

Legal Assistance Support to Estate Planning Team

• Provide a detailed Synopsis of existing estate planning documents for estate planning consultations
• Review of estate planning drafts after Senior Paralegal drafts documents, utilizing 20-Point Inspection Checklist to confirm accuracy before attorney review
• Conducting estate planning signing meetings, which includes but is not limited to: printing and preparation of the estate planning binder, preparation of the estate plan summary and signing meeting, conducting the signing meeting by notarizing documents and going over the estate planning summary, properly documenting all notary notes in MyCase status updates and anything that may have been discussed or happened in signing meeting, saving summary board to MyCase and SharePoint, scanning/saving/collating all signature pages
• Additional notary services as requested and needed, including potential off-site visits

Business/LLC/Corporate Case Support

• Provide administrative and legal support for business entity formation and corporate maintenance matters
• Assist with preparation and filing coordination for California Secretary of State business entity filings, including LLCs, corporations, amendments, statements of information, dissolutions, and related documents
• Prepare organizational documents and client packages, including operating agreements, corporate bylaws, resolutions, membership certificates, stock certificates, and formation binders
• Coordinate client communications, scheduling, document signatures, and follow-up related to business formation and corporate matters
• Maintain accurate and organized physical and digital business entity files in MyCase, SharePoint, and other firm systems
• Track filing deadlines, annual requirements, Statements of Information due dates, and outstanding client deliverables to help ensure timely compliance
• Communicate with clients, registered agents, accountants, financial advisors, and third parties regarding required information, signatures, and filing updates as directed by attorneys or senior team members
• Assist with obtaining EIN documentation, filing confirmations, ownership information, and supporting formation documentation
• Order, prepare, and organize business formation binders, closing documents, and final client deliverables
• Support attorneys and team members with drafting routine correspondence, document assembly, scanning, copying, mailing, and data entry related to business and corporate matters
• Monitor the status of filings with the California Secretary of State and follow up on pending or incomplete submissions as needed

General Office Support in Laguna Hills

• Maintain the Laguna Hills office, including monitoring and restocking office supplies, and comfortable temperature for clients
• Keep common areas neat, tidy, and client-ready at all times (including trash removal)
• Greet and welcome all clients upon arrival, ensuring they feel comfortable and well-received
• Check, sort, and process incoming mail

Perform other duties and tasks as assigned to support attorneys, clients, and firm operations.

• Detail-oriented and organized
• Strong written and verbal communication skills, including representing the Managing Attorney by phone, email, or in-person to clients, referral sources, and other third-parties
• Professional, warm, and client-facing
• Manage fast-paced, ever-changing priorities and tasks independently
• Ability to maintain confidentiality and handle delicate (including personal) information for the Managing Attorney
• Must be a commissioned notary public (ready to notarize documents)
• Possess a valid driver’s license and reliable transportation, and work in-person Monday through Friday, 8:30 am to 5 pm, and be willing to travel to our San Clemente and Laguna Hills offices, depending on the needs of the firm

Ocean Estate Law, P.C., is a client-centered estate planning and trust administration firm serving individuals and families throughout California. The firm is led by founder Jennifer Elliott, who brings over 23 years of experience and has personally guided the creation of more than 3,500 estate plans. Her commitment to education, detail, and genuine client service sets the standard for how the whole team operates.

MAGIC STATEMENT:

We Help People Avoid Leaving a Mess for Their Loved Ones When They Die.

CORE VALUES:

• We Educate
• We Are Humbly Confident
• We Do the Right Thing
• We Exhibit Professionalism
• We Have Fanatical Attention to Consistency and Detail
• We Are Good Listeners

NICHE: We Provide Clients with a Customized and Funded Estate Plan that Avoids Probate Court