Administrative Assistant

Administrative Assistant

For the past 35 years, our clients' law firm has been delivering personalized legal services in Florida, built on a foundation of professionalism and a commitment to client satisfaction. Our clients' dedicated team specializes in estate planning and wills, trusts, probate, trust administration, and both commercial and residential real estate matters. They expertly navigate clients through the intricacies of estate planning, ensuring efficient asset transfer to the next generation.

Our client is seeking an experienced, detail-oriented, and highly organized Administrative Assistant to support their legal team in their Sarasota office. The ideal candidate will have previous law firm administrative experience, specifically in trusts, estate planning, and probate matters. This position will be assisting the firm with preparing documents related to trusts, estate planning, and probate, so previous experience is required. The ideal candidate will also have excellent organizational skills, the ability to multitask, and a commitment to exceptional client service. This position will handle a variety of tasks, ranging from administrative to client facing duties. The position requires a strong focus on providing sophisticated legal administrative support.

Responsibilities include, but are not limited to:

• Assist with the preparation of probate, trust, and estate plan signings and documents.
• Provide general administrative support, such as answering phones, greeting clients, and handling incoming and outgoing mail.
• Prepare, proofread, and format documents and correspondence, with accuracy and attention to detail.
• Assist in administrative financial record keeping.
• Provide reception desk coverage for short periods of time on an as needed basis.
• Manage and coordinate schedules, including appointments, meetings, and any other arrangements as needed.
• Assist in maintaining electronic and physical filing systems, ensuring documents are organized and easily accessible.
• Assist with billing and invoicing processes, including time entry and client billing inquiries.
• Provide training support for other assistants within the firm as needed.
• Perform other duties specific to the role as assigned.

Qualifications:

• High school diploma or equivalent required; associate or bachelors degree preferred.
• A minimum of 3 years of experience in professional services setting or law firm setting preferred.
• Strong organizational skills with the ability to prioritize tasks and manage multiple deadlines effectively.
• Excellent written and verbal communication skills, with a keen eye for detail.
• Strong client service skills and experience training/mentoring colleagues.
• Advanced computer skills including experience with Microsoft Office (Word, Outlook, Excel, PowerPoint) Adobe, or similar/equivalent PDF program, a willingness and ability to learn different technologies and software as needed.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Compensation and Benefits:

• Offering a competitive salary (based on experience)
• Discretionary bonuses and raises
• Paid vacation, sick time, and holidays offered
• 401K matching 4%
• Free onsite parking
• Health Insurance

Schedule and Location:

Job Type: Full-time, on-site only

8 hour shift (8:30am-5:00pm) Monday-Friday

Work Location: Sarasota, FL (no hybrid or remote work model offered, in-office only)