Legal Assistant/Client Experience Specialist
Do you love people, details, and getting things done? Are you the type who spots typos on restaurant menus and notices when someone needs a little extra kindness? We’re looking for a dependable, organized, and self-starting Legal Assistant/Client Experience Specialist to join our growing estate-planning law firm.
This role is equal parts client care, project coordination, and guided discovery/sales—perfect for someone who enjoys connecting with people, solving problems, and making sure nothing falls through the cracks. You’ll lead short discovery calls, guide clients through next steps, help keep estate-planning matters moving, and make sure every client feels informed and cared for throughout the process.
What You’ll Do
- Be the friendly and confident first point of contact for incoming calls, emails, and web inquiries
- Conduct structured 10–15 minute discovery calls using proven scripts—no cold calling
- Ask thoughtful questions to understand needs, goals, and urgency
- Book qualified leads into consultations with the attorney
- Reconnect with leads who cancel, no-show, or stall in their decision-making
- Help guide new clients through the estate-planning process and make sure they understand what happens next
- Manage follow-ups, check-ins, and client touchpoints from first inquiry through signing and post-signing follow-up
- Keep estate-planning matters moving according to established timelines and follow up when information, decisions, or documents are still needed
- Maintain accurate client and matter information in the firm’s CRM, task lists, and internal systems
- Triage client questions, respond when appropriate, and recognize when something needs to be escalated to the attorney
- Keep projects and people on track—you’ll be the calm in the paperwork storm
- Assist with client signing meetings, including preparation, printing, client experience, and follow-through
- Assist with organizing and uploading completed documents to the correct client files and digital vaults
- Provide backup support for deed recording, including mail or e-recording within the firm’s required timeframe
- Identify delays, missing information, or potential problems early and communicate them to the attorney
- Collaborate with the attorney to continually improve processes, systems, and the client experience
- Use our CRM, checklists, written procedures, and your own good judgment to keep everything running smoothly
You’ll Love This Role If You
- Are confident, kind, and composed on the phone
- Ask great questions and actually listen to the answers
- Can follow a system while still thinking on your feet
- Have strong attention to detail and impeccable follow-through
- Have excellent project-management and organizational skills
- Are dependable and can juggle multiple priorities at once
- Work well independently and don’t need to be reminded twice
- Notice when something is missing, inconsistent, or simply doesn’t look right
- Are comfortable asking questions rather than guessing when you are unsure
- Have experience in customer service, hospitality, administration, or sales—bonus if you’ve worked in a small business or professional services setting
- Love connecting with people and turning potential clients into loyal fans
- Are comfortable with technology, including CRM systems, Zoom, email, Microsoft Word, and web-based applications
- Enjoy being part of a small, positive team with lots of room to grow
Position Details
- Full-time: 40 hours per week
- In-office
- Set and dependable work schedule
- Training provided—no legal background required
- Compensation: $45,000–$65,000 annually, commensurate with experience. The higher end of the range is intended for candidates with several years of relevant law firm and/or estate-planning experience.
- Opportunity for increased responsibility and leadership as the firm grows
How Success Will Be Measured
We care deeply about providing an excellent client experience, but excellent service also requires accuracy, responsiveness, and follow-through. Some of the key standards for this position include:
- Client emails and phone calls are responded to or appropriately acknowledged within one business day
- Follow-up tasks are completed on time, and no client or prospective client falls through the cracks
- Client matters, notes, tasks, and status information are kept accurate and current in the firm’s systems
- Signing meetings are properly prepared and ready before the client arrives
- Documents are saved, uploaded, and organized in the correct client file and digital vault
- Deeds assigned for recording are submitted accurately and within the firm’s required timeframe
- Missing information, delays, or issues are identified and communicated promptly
- Firm checklists, SOPs, and established procedures are followed consistently and accurately
- Client communications are professional, kind, and clear
A Few Fun Facts
- We’re a friendly, family-focused estate-planning firm—no corporate stiffness here.
- We believe estate planning should feel empowering, not intimidating.
- We celebrate wins, small and big. Yes, “all-tasks-completed” dance parties are real.
How to Apply
Send your resume to [email protected].
Please also include a 30- to 60-second video telling us:
- Why you want this job
- What experience you have that would help you succeed in the role
- Your favorite hobby or something you enjoy doing outside of work
The video does not need to be polished or professionally recorded. You can simply record it on your phone in selfie mode and talk to us as though we were FaceTiming. We’re interested in getting a quick sense of who you are and how you communicate—not your video-editing skills.
Pay: $45,000.00 - $65,000.00 per year
Application Question(s):
- Are you available to work 9am to 5pm?
- Are you available to work in person in Provo?
Work Location: In person
