Legal Administrative Assistant -25-30/hr Plus Bonus

Job Description

Job Description

About Trajan Wealth

With over $3 billion in assets under management and advisement, Trajan® Wealth is one of the fastest-growing Registered Investment Advisor firms in the country.

What sets us apart is our fully integrated, in-house model - combining fee-only wealth management, estate planning through Trajan Estate, and tax strategy through Trajan Tax.

We don't refer out critical components of a client's financial life. We bring them together under one fiduciary standard - the Family Office.

Role Overview

The Legal Administrative Assistant supports the daily operations of the firm's estate planning practice by providing administrative and clerical assistance to attorneys and staff. This role ensures that client interactions, document management, scheduling, and office workflows are handled accurately, professionally, and in compliance with firm standards and confidentiality requirements.

Duties and Responsibilities

Client & Communication Support

• Answer and direct incoming calls; take accurate messages and relay time-sensitive information promptly
• Send appointment reminders to clients
• Send estate surveys to clients
• Serve as a liaison between clients and estate team for routine, non-legal inquiries

Document Management

• Prepare, format, and proofread engagement letters under attorney supervision
• Organize and maintain physical and electronic client files in accordance with firm filing protocols
• Scan, file, and archive documents according to retention policies
• Process and route incoming documents, mail, and correspondence accurately
• File deeds and LLC documents with the appropriate county, state, or agency as directed by attorneys/paralegals

Scheduling & Calendar Management

• Assist with calendar management, reserve conference rooms and obtain client security clearance for in-person appointments
• Proactively identify and resolve scheduling conflicts

Billing & Payment Processing

• Process client payments, including credit card transactions, checks, and electronic transfers
• Provide payment receipts and maintain accurate payment records
• Communicate with clients regarding outstanding balances as directed

General Office Support

• Process incoming and outgoing mail and correspondence
• Assist Signing Specialists to maintain office supplies inventory and coordinate vendor orders
• Support general office upkeep to maintain a professional environment

Performance Expectations

• Client communications are handled promptly (same business day) and with professionalism
• Files are organized, current, and retrievable within firm standards
• Deeds and LLC filings are submitted accurately and within required timeframes
• Payments are processed accurately with no discrepancies in records
• In-Person calendar items are tracked proactively with conference rooms and security clearance arranged timely
• Confidentiality of all client information is maintained at all times

Qualifications

• High school diploma required; associate or bachelor's degree preferred
• 0–2 years of administrative experience; legal office experience a plus
• Proficiency in Microsoft Office Suite; familiarity with legal practice management software preferred
• Experience processing payments or working with billing systems preferred
• Strong attention to detail and organizational skills
• Ability to handle sensitive information with discretion
• Notary Public certification preferred, or willingness to obtain within 6 months of hire

Benefits· $25-$30/hr Plus Bonus· 401(k) with a matching contribution up to 13%· United Healthcare PPO medical coverage for employees, paid by the company· Delta Dental PPO, United Healthcare Vision, Short Term Disability, Long Term Disability, Life Insurance, and many more voluntary options· Generous holidays and PTO· Future career growth opportunity

Come and join a team that is making a difference in their clients and employees' lives!