Legal Secretary

Job Description Job Description Job description: Trust Litigation, Probate, and Estate Planning Firm is looking for a Legal Secretary to join our team. This is a great opportunity to join a growing law firm that does exceptional high end work! Job Summary We are seeking a detail-oriented and proactive Legal Secretary who can provide high-level administrative support to our attorneys and paralegals. The ideal candidate will have a minimum of 2 years experience working as a Legal and/or Administrative Assistant in a law firm. This role involves providing essential support to attorneys and paralegals throughout the Trust and Probate process, ensuring that all case-related documentation is completed efficiently, and effectively managing client billing. This is a fantastic opportunity to be part of a growing firm that values excellence and professionalism. Duties Document Preparation: Draft, format, assemble and serve probate/trust-specific documents and forms. Prepare documents for adequate service and ensure that outgoing mail is delivered timely. Billing: Assist in monthly billing of client invoices, respond to billing inquiries from clients and staff, and follow up on past-due invoices with clients to replenish account. Calendar Coordination: Arrange and coordinate court appearances, tele-appearances, filing deadlines, and reminders. Coordinate and schedule depositions, mediations, and attorney-client meetings (in-person and telephonic). Deadline Management: Maintain organized schedules and provide timely reminders to ensure attorney and paralegal deadlines are met. Electronic Filing: Assist Paralegals with electronic filings of court documents with various state courts and third party vendors (ex. OneLegal). Communication Management: Communicate effectively with court clerks, bond companies, other law firms, and opposing parties. Maintain regular communication with clients, by providing updates and gathering information as directed by attorneys. Intakes: Conduct new client intakes for Estate Planning, Litigation and Probate departments. Scheduling of potential client intakes. Support Staff: Provide administrative support to supervising paralegal. Qualifications Two years of experience working in a law office (Required) Familiarity with probate and trust administration processes is preferred but not required Proficiency in navigating essential software, utilization of various third-party software systems, and ability to enterprise management systems used for day-to-day operations Ability to act independently and act in a team-based environment Strong writing skills Excellent organizational skills with a keen attention to detail Ability to manage multiple tasks simultaneously while meeting deadlines Strong communication skills, both written and verbal Experience providing executive administrative support is a plus Job Type: Full-time Benefits: 401(k) matching Free parking Opportunities for advancement Paid sick time Paid time off Education: High school or equivalent (Required) Ability to Commute: Newport Beach, CA 92660 Work Location: In person Benefits: Free parking Paid sick time Paid time off Work Location: In person