Legal Administrative Assistant

Estate Planning And Tax Legal Assistant

Essential duties and responsibilities

Estate Planning and Tax

• Assist attorneys and paralegals with the preparation, organization, assembly, and filing of estate planning, trust, probate, and tax-related legal documents.
• Prepare, assemble, copy, scan, bind, and distribute client tax returns, IRS filings, and other tax-related documents throughout the year, including annual tax filing deadlines.
• Prepare and process specialized filings and correspondence with the Internal Revenue Service (IRS) and other governmental agencies.
• Prepare, revise, proofread, compare, and finalize correspondence, memoranda, legal documents, forms, reports, and other materials related to estate planning and tax matters.

Corporate

• Prepare and maintain corporate records, including the creation of stock certificates and related corporate documentation.
• Process new client and matter intake, including preparing and submitting conflict checks, engagement letters, screening forms, and new matter requests using the firm's intake and case management systems.
• Assist with the preparation, organization, filing, and maintenance of corporate legal documents and records.
• Prepare and electronically file corporate documents with appropriate governmental agencies and regulatory entities.

Real Estate

• Provide day-to-day administrative support to attorneys and paralegals in the preparation, recording, filing, and transmittal of real estate legal documents, ensuring accuracy, completeness, and timely processing.
• Prepare and electronically file real estate documents with courts, recording offices, governmental agencies, and other entities as required.
• Coordinate and organize documents for real estate transactions, ensuring files are complete, accurate, and available for meetings, closings, and other transaction-related activities.
• Review and maintain real estate transaction files to ensure all required documents are properly organized, filed, and readily accessible.

Litigation

• Prepare, revise, proofread, and electronically file pleadings, motions, correspondence, and other litigation documents with courts and other entities.
• Coordinate litigation calendars, including hearings, depositions, court appearances, and related deadlines.
• Gather and organize documents and exhibits from firm records, document management systems, the Records Department, and other resources in preparation for hearings, depositions, meetings, and trials.
• Maintain litigation files, ensuring all pleadings, discovery materials, correspondence, and exhibits are complete, properly organized, and readily accessible.

Additional responsibilities

• Exercise independent judgment in prioritizing daily work assignments to ensure high-priority tasks are completed accurately and within established deadlines.
• Maintain attorneys' calendars by scheduling appointments, meetings, hearings, closings, depositions, and other important dates; coordinate meeting materials, gather supporting documents, and provide reminders as needed.
• Coordinate domestic and international travel arrangements and prepare detailed itineraries.
• Review, prioritize, and process incoming and outgoing correspondence, including mail, courier deliveries, and specialized shipments, ensuring all required attachments, exhibits, and enclosures are included.
• Answer, screen, and direct telephone calls, responding independently to routine inquiries while exercising discretion in escalating urgent matters to attorneys or appropriate personnel.
• Enter, review, and maintain attorney time entries and billing information in accordance with firm policies and procedures.
• Prepare, process, and submit attorney expense reports in a timely manner.
• Establish, maintain, and organize electronic and physical client, attorney, and matter files using the firm's document management and case management systems, collaborating with the Records Department and other firm resources as needed.
• Collaborate with the Records Department, Office Services, and other firm personnel to ensure efficient workflow and document management.
• Assist other administrative assistants and support staff with overflow work and provide cross-functional support as needed.
• Perform other duties and special projects as assigned.

Knowledge, skills and abilities required

1. High school diploma or GED required; one to two years of post-high school education preferred.
2. Three to five years of legal support experience supporting Estate Planning, Health Care and/or Corporate Finance. Three to five years of strong litigation support skills, is a plus.
3. Knowledge of state, federal and appeal court procedures, including Pacer and ECF filing procedures, is a plus.
4. Proficiency in Microsoft Office Suite, including Word (styles and tables), Outlook, Excel and PowerPoint. Knowledge of NetDocuments, Intapp Open, FileTrail and Chrome River helpful. Ability to use a redlining tool.
5. Excellent written and verbal communication skills, including grammar, spelling and proofreading.
6. High level of organizational skills, with ability to multi-task and independently meet deadlines.
7. Ability to deliver superior, professional services to all internal and external clients.
8. Exceptional attention to detail required ensuring documents/correspondence are error-free. Must be meticulous in actively seeking out inconsistencies, errors, or missing information before moving forward.
9. High degree of confidentiality regarding clients, guests, documents and conversations.
10. Flexibility to work overtime when required.
11. Typing speed of 55+ wpm.

Great benefits for great people

Dykema offers a comprehensive benefits package designed to support the well-being and success of our employees both personally and professionally. This includes competitive health, dental, and vision insurance plans, along with flexible paid time off (PTO), holiday leave, and a retirement savings plan with profit sharing for eligible employees. Other benefits include flexible spending programs, health savings account, commuter benefits, and personal and parental leave programs. We prioritize work-life balance and offer wellness programs, and access to mental health support. Additionally, employees enjoy access to professional development programs, a supportive and inclusive workplace culture, and various employee discounts and perks. We are committed to providing a benefits package that helps our team thrive and feel valued.

E-Verify

Dykema uses E-Verify in its hiring practices to achieve a lawful workforce. E-Verify is a registered trademark of the U.S. Department of Homeland Security.

EEO Statement

It is the Firm's policy to provide employment opportunities to qualified applicants and employees on an equal basis without regard to the individual's age, race, color, gender, sexual orientation, gender identity or expression, religion, national origin, marital status, domestic partner relationship, physical characteristics, disability, or other protected characteristics under applicable federal, state or local laws or ordinances. Dykema will make reasonable efforts to accommodate the known disabilities of employees who are otherwise qualified to perform the essential functions of the jobs involved. It is the responsibility of every individual concerned with personnel actions, including management, supervision, recruiting, compensation, benefits, promotions, work assignments, and training, to ensure that these activities are administered consistent with the Firm's goal of furthering the principle of equal employment opportunity.

Qualifications

Behaviors

Required: Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well

Team Player: Works well as a member of a group

Education

Required: High School or better.

Experience

Required: Three to five years of legal support experience, with strong litigation support skills, required.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.