Legal Assistant
Estate Planning & Probate Law Firm | Ann Arbor, Michigan | Small-Firm Administrative and Client Service Role
Position Overview
The Legal Assistant provides front-office, administrative, and client-service support for an Ann Arbor estate planning and probate law firm. This position is important to the firm’s daily operations and client experience. The role requires someone who can communicate professionally, manage details carefully, protect confidential information, and follow through without needing a traditional management structure.
The Legal Assistant works directly with attorneys, HR, and other employees to keep client matters, office communications, scheduling, documents, payments, and routine administrative tasks organized. The ideal candidate is dependable, service-minded, discreet, comfortable in a small professional office, and willing to help where needed.
Position Type
Full-time or part-time, based on firm needs
Work Location
Ann Arbor, Michigan
Works With
Attorneys, HR, employees, clients, fiduciaries, and outside professionals
Primary Focus
Client service, scheduling, document support, file organization, payments, mail, and daily office administration
Systems and Tools Used
Multi-line phone system, shared calendars, Smokeball, ADP, email, Microsoft Outlook, Microsoft Excel, and firm mail accounts
What Success Looks Like
· Clients are greeted and assisted promptly, professionally, and respectfully.
· Calls, messages, mail, appointments, documents, and payments are handled accurately and without unnecessary delay.
· Attorneys and staff can rely on the Legal Assistant to track details, follow instructions, and complete assigned tasks.
· Confidential information is handled carefully, and legal questions are routed to the appropriate attorney or staff member.
· The office remains organized, prepared for client meetings, and responsive to day-to-day firm needs.
Essential Duties and ResponsibilitiesClient Service and Front Desk Communications
· Greet clients, fiduciaries, visitors, and outside professionals in a professional, respectful, and reassuring manner.
· Answer, screen, and route incoming calls using a multi-line phone system; take accurate messages and make sure they reach the right person.
· Provide front-desk coverage, including greeting visitors, notifying staff of arrivals, and helping maintain a calm and organized reception experience.
· Communicate with clients by phone, email, and in person about appointments, documents, general process steps, and administrative follow-up.
· Handle confidential client information, family-sensitive matters, estate documents, payment information, and court-related communications with discretion.
· Recognize when a question requires legal input and route it to the appropriate attorney or staff member rather than giving legal advice.
Scheduling and Calendar Coordination
· Schedule client meetings, attorney appointments, signing appointments, internal meetings, and follow-up calls.
· Confirm appointments, send reminders when appropriate, and communicate appointment details clearly.
· Maintain shared calendars and help reduce scheduling conflicts.
· Prepare meeting rooms, signing materials, client arrival expectations, and related logistics.
· Assist with rescheduling when priorities shift, deadlines change, or client availability changes.
Document, File, and Data Management
· Gather, organize, scan, copy, print, and file client documents for estate planning and probate matters.
· Enter and update client and matter information accurately in firm systems.
· Maintain orderly physical and electronic files according to firm procedures.
· Prepare materials for client meetings, document signings, probate-related tasks, and attorney review.
· Serve as a witness for probate signings when appropriate and as directed by firm procedures.
· Track assigned administrative tasks through completion and follow up when documents, signatures, information, or payments are missing.
Mail, Payments, and Office Operations
· Check, open, sort, scan, and distribute incoming mail daily according to firm procedures.
· Prepare outgoing mail, including envelopes, postage, certified mail, and other mailing tasks as needed.
· Process client payments in person or by phone, following confidentiality and payment-handling procedures.
· Assist with routine office filing, supply organization, copier/scanner tasks, and other administrative needs.
· Help keep shared work areas, client-facing spaces, and conference rooms neat, organized, and ready for use.
· Prepare coffee, water, or basic hospitality for clients, visitors, and staff when appropriate.
· Assist with light office upkeep tasks, including conference room reset and indoor plant care.
Skills, Qualifications, and Working StyleRequired Skills and Qualities
· Excellent verbal and written communication skills, including clear phone and email etiquette.
· Strong attention to detail and the ability to complete administrative tasks accurately.
· Highly organized, dependable, and able to manage multiple small tasks without losing track of details.
· Comfortable working in a small office where employees communicate directly and take ownership of their responsibilities.
· Professional, personable, thoughtful, and polite when interacting with clients and coworkers.
· Ability to maintain confidentiality and use good judgment with sensitive legal, financial, and family information.
· Ability to follow instructions, ask clarifying questions, and complete tasks by agreed deadlines.
· Comfort using office technology, including phones, email, calendars, scanners, printers, and client/file systems.
· Ability to speak, read, and write English proficiently.
Preferred Experience
· Prior experience in a law firm, professional services office, medical office, financial office, or other client-service administrative setting.
· Experience handling confidential information and communicating with clients or customers in sensitive situations.
· Familiarity with estate planning, probate, fiduciary matters, or legal terminology is helpful but not required.
· Experience with document management, data entry, scheduling, payment processing, or reception duties.
Small-Firm Expectations
Because this is a small professional office, the Legal Assistant should be comfortable working without a traditional manager layer. The role requires direct communication, practical judgment, ownership of assigned work, and a willingness to help with routine office needs. The best fit is someone who notices details, follows through, and understands that client service and office organization are shared responsibilities.
Physical and Practical Requirements
· Ability to sit, stand, walk, use a computer, operate office equipment, and communicate by phone and in person during the workday.
· Ability to lift, carry, or move typical office materials such as files, mail, paper supplies, and small packages.
· Reliable attendance and punctuality are important because this role supports front-office coverage and client-facing operations.
Equal Employment Opportunity
The firm provides equal employment opportunities to employees and applicants and expects employment decisions to be made without unlawful discrimination. Reasonable accommodations may be available to qualified individuals as required by applicable law.
Job Description Disclaimer
This job description is intended to describe the general nature and level of work performed by the employee assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Duties, responsibilities, schedules, and expectations may change at any time with or without notice, based on the needs of the firm.
Job Type: Full-time
Pay: $15.00 - $18.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
Experience:
- Customer Service: 1 year (Required)
Work Location: In person
