Administrative Assistant / Legal Assistant

About the Role This position sits at the point where careful legal work becomes a finished client experience. The Legal Assistant prepares estate planning documents for execution, supports client signings as a witness and notary, and ensures that completed documents and files are accurate, organized, and properly processed. The work is detail heavy, deadline driven, and client facing. The right person will take ownership of the final production process, notice inconsistencies before they become problems, and help clients leave the office feeling confident that their planning was handled with care. This is not a substantive legal drafting position; legal questions and inconsistencies are identified and promptly escalated to the appropriate attorney or drafter. What Success Looks Like Signing materials are complete, accurate, professionally assembled, and ready before the client arrives. Client names, document sets, execution pages, tables of contents, labels, and supporting materials are checked carefully and discrepancies are escalated before signing. Clients experience a calm, organized, and professional signing process and receive a polished final binder or document package. Executed documents are scanned, copied, uploaded, stored, and reflected in the firm's systems promptly after signing. Clio tasks and matter records accurately show what has been completed, what remains open, and what requires attorney or staff attention. Primary Responsibilities 1. Document Production and Signing Preparation Prepare final estate planning document sets for execution, including printing, collating, hole-punching, tabbing, labeling, and assembling client binders and physical working files. Confirm that the correct documents and supporting materials are present for each signing and that the physical file and electronic matter record are consistent. Perform final production checks for items such as client-name consistency, document formatting, execution blocks, witness and notary sections, updated tables of contents, visible highlights or review markings, and completeness of the signing set. Identify discrepancies or unclear instructions and escalated them to the drafter or attorney; do not make substantive legal decisions independently. Prepare red-weld files, binder labels, funding labels, stickers, trust cards, and other signing materials using established checklists and templates. 2. Client Signings and Client Experience Prepare the signing room and all materials before the client arrives. Attend estate planning signings and serve as a witness and notary when legally appropriate and authorized. Support the attorney during execution, keep documents organized throughout the meeting, and help the signing move efficiently. Interact with clients in a warm, composed, and professional manner that reflects the firm's standards. After execution, make required copies, complete the client binder or document package, and return finished materials to the client or attorney promptly. 3. Post-Signing Processing and File Management Scan and upload executed documents to NetDocuments and place them in the correct client and matter locations. Store original wills and other original documents according to firm procedures; return physical files and materials to their designated locations. Update Clio matter records and complete or escalated related workflow tasks promptly so the system reflects the true status of the matter. Reconcile stray paper or electronic documents and ensure client-related materials are preserved in the firm's approved systems rather than personal drives or desktops. 4. Template-Based Document and Administrative Support Prepare personalized engagement letters and route them for electronic signature when appropriate, including MetLife matters. Complete approved templates for legal-directive enrollment forms, disclosure authorizations, minor or guardianship-related documents, funding checklists, labels, stickers, and trust cards. Prepare signing invoices in Clio and enter approved additional fees for MetLife matters. Coordinate brief staff-supported signings for amendments, restatements, or similar updates as assigned. 5. Workflow Ownership and Office Support Use firm checklists, playbooks, Clio, and NetDocuments consistently; check work before marking a task complete. Ask questions and escalated promptly when instructions, documents, or task status are unclear. Help improve the role's playbook and checklists as procedures change or better methods are identified. Provide occasional mailing, shipping, telephone coverage, and general office support as needed. Required Qualifications Exceptional attention to detail and a consistent habit of checking completed work. Strong organization and follow-through, including the ability to manage multiple signing deadlines without allowing post-signing work to accumulate. Professional written and verbal communication and the j #J-18808-Ljbffr