Legal Secretary - Trusts & Estates Practice Group

Job Summary:

The legal secretary will assist attorneys in all aspects of estate planning, including significant client communications. This position requires a high level of organization, attention to detail, and the ability to manage multiple tasks simultaneously while maintaining confidentiality.

Duties/Responsibilities:

• Prepare and organize documents for client meetings and ensure that all necessary paperwork is available and in order.
• Regularly communicate with clients to gather information and provide updates on the status of their estate planning matters.
• Maintain attorneys' calendar, schedule and coordinate client meetings, including initial consultations and document signings.
• Answer client inquiries, either by phone or email, and aid with completing forms and understanding documents.
• Ensure compliance with state and federal laws in all estate planning documents and procedures.
• Maintain organized and up-to-date client files, both physical and electronic, ensuring all documents are accurately filed and easily accessible.
• Track deadlines and important dates, such as review periods for trust administration and probate processes.
• Assist attorneys in the administration of trusts and estates, including gathering and organizing necessary documents, preparing accounting, and filing paperwork with the court.
• Coordinate with financial institutions, beneficiaries, and other parties involved in the probate process.
• Handle routine administrative tasks such as answering phones, managing correspondence, and maintaining office supplies.
• Prepare billing statements and manage time entries for estate planning matters.

Required Skills/Abilities:

• Strong understanding of estate planning terminology and procedures.
• Excellent written and verbal communication skills.
• Proficiency in office software (e.g., Microsoft Office, document management systems).
• Exceptional organizational skills and attention to detail.
• Ability to manage multiple tasks and prioritize effectively.
• Strong client service orientation and the ability to maintain confidentiality.
• Positive attitude and ability to thrive in a fast-paced environment.

Education and Experience

• High school diploma or equivalent required; associate's degree or paralegal certification preferred.
• Minimum of 2 years of experience as a legal assistant, preferably in estate planning or a related field.