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:
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Prepare and organize documents for client meetings and ensure that all necessary paperwork is available and in order.
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Regularly communicate with clients to gather information and provide updates on the status of their estate planning matters.
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Maintain attorneys' calendar, schedule and coordinate client meetings, including initial consultations and document signings.
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Answer client inquiries, either by phone or email, and aid with completing forms and understanding documents.
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Ensure compliance with state and federal laws in all estate planning documents and procedures.
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Maintain organized and up-to-date client files, both physical and electronic, ensuring all documents are accurately filed and easily accessible.
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Track deadlines and important dates, such as review periods for trust administration and probate processes.
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Assist attorneys in the administration of trusts and estates, including gathering and organizing necessary documents, preparing accounting, and filing paperwork with the court.
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Coordinate with financial institutions, beneficiaries, and other parties involved in the probate process.
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Handle routine administrative tasks such as answering phones, managing correspondence, and maintaining office supplies.
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Prepare billing statements and manage time entries for estate planning matters.
Required Skills/Abilities:
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Strong understanding of estate planning terminology and procedures.
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Excellent written and verbal communication skills.
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Proficiency in office software (e.g., Microsoft Office, document management systems).
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Exceptional organizational skills and attention to detail.
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Ability to manage multiple tasks and prioritize effectively.
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Strong client service orientation and the ability to maintain confidentiality.
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Positive attitude and ability to thrive in a fast-paced environment.
Education and Experience
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High school diploma or equivalent required; associate's degree or paralegal certification preferred.
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Minimum of 2 years of experience as a legal assistant, preferably in estate planning or a related field.
