Front Desk Legal Assistant

One of Sarasota’s top law firms seeks a highly organized and client-focused Front Desk Legal Assistant to support our estate planning and personal injury practice. We are proud of our long history as a highly respected family firm, known for our commitment to excellence, strong advocacy, and exceptional client care.

This position plays an important role in creating a professional and welcoming experience for current and prospective clients. The Front Desk Legal Assistant serves as a key support person for the estate planning partner, supports a personal injury partner with litigation scheduling and administrative coordination, assists with personal injury intake, and helps ensure appointments, documents, and follow-ups move forward smoothly.

We are looking for someone who is professional, detail-oriented, proactive, and comfortable managing multiple priorities in a busy law firm environment. The ideal candidate has a warm and outgoing personality, communicates clearly, follows up consistently, and takes pride in keeping clients, attorneys, calendars, and documents organized.

Responsibilities

Front Desk, Intake, and Client Experience

• Answers incoming calls, greets guests, routes calls, schedules appointments, and provides a positive, professional first impression for the firm.

• Communicates with current and prospective clients with professionalism, empathy, kindness, and a strong phone presence.

• Handles thorough personal injury intake, gathers key case information, and escalates appropriate matters to the attorneys.

Estate Planning Partner Support

• Supports the estate planning partner with intake, consultation scheduling, signing appointments, and client follow up.

• Prepares for estate planning signings, including printing documents, organizing materials, and preparing post signing client materials.

• Assists with signing procedures, document handling, originals and copies, and preparing deeds or other documents for recording.

Partner and Litigation Scheduling Support

• Supports the partner overseeing litigation operations with scheduling, follow up, document coordination, and administrative priorities.

• Coordinates litigation scheduling on behalf of the attorneys, including hearings, depositions, mediations, deadlines, notices, and calendar updates.

• Assists with subpoena related tasks and other litigation support as needed.

Case Management and Administrative Support

• Creates and updates CasePeer files for new matters and documents intake information, client communication, appointments, and follow up tasks.

• Scans, saves, routes, and organizes incoming mail, documents, and client materials in the appropriate case files or firm systems.

• Assists attorneys and team members with scheduling, document preparation, filing, follow up, and other administrative needs.

Requirements

• Strong, confident customer service and communication skills.

• Warm, outgoing personality with a strong phone presence and the ability to make clients feel welcomed, heard, and cared for.

• Highly organized, detail oriented, proactive, and able to manage multiple priorities.

• Comfortable handling sensitive client matters with professionalism, discretion, and empathy.

• Prior law firm experience preferred.

• Estate planning, personal injury, or litigation scheduling experience is a plus.

• Experience with CasePeer or another case management system is a plus.

• Notary preferred, or willingness to become a notary required.

Compensation/Benefits

• Competitive starting salary commensurate with experience.

• Small firm, family feel.

• Comprehensive benefit package including health benefits, paid time off, and paid holidays.

• Ongoing training and professional development.