Trust and Estates Administrative Assistant

1 month ago

Boston, United States Briefly Full time

Position Summary:

Briefly, Rimon’s support company, has an immediate opening for a full-time Trusts and Estates Administrative Assistant. This position will work in office Monday through Friday and mainly support our Boston attorneys but will also provide support, as needed, to other partners and the legal support department. The ideal candidate has prior law office experience, and is collaborative, detail-oriented, organized, and self-sufficient, with the ability to work in a fast-paced environment.


Essential Functions & Responsibilities

  • Manage reception area; answer and route phone calls, greet and sign-in guests, etc.
  • Ensure all incoming mail (USPS, FedEx, UPS) is received and distributed to the appropriate person and outgoing mail is dropped off.
  • Prepare mailings and documents for attorneys and clients.
  • Create, edit, format and proofread letters, memos, and other documents using Microsoft Word, Excel, iManage, and Adobe Acrobat as necessary. Compose routine correspondence and emails, as needed.
  • Prepare and submit time entries, fees, and expenses for various attorneys.
  • Provide backup trusts and estates administrative assistance to partners, associates and other legal and administrative staff as assigned.
  • Organization and upkeep of office; ordering and stocking of supplies, ensure conference rooms and lobby are presentable at all times, etc.
  • Provide support to the Administrative Helpdesk system; completing admin requests submitted by various staff and attorneys.
  • Photocopying, scanning, and saving of documents to cloud-based file management system.
  • Coordinate with clients, external counsel and other vendors to obtain and exchange information and documentation related to legal matters.
  • Adobe Sign and DocuSign coordination for attorneys
  • Assists with Trusts and Estates Signings

The above is not an exhaustive list of essential duties and responsibilities. Additional tasks may be assigned as deemed necessary by management.


Essential Capabilities

  • Proficient with Adobe and Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
  • Strong professional communication and interpersonal skills in dealing with all levels of the firm (attorneys, secretaries, administration, and other members of staff).
  • The ability to understand and follow oral and written directions.
  • Excellent organizational skills, attention to detail, and ability to prioritize and manage multiple tasks.
  • Reliability, efficiency, teamwork, professionalism, ability to multi-task, and attention to detail are essential.
  • Must be able to work independently and prioritize work.
  • Creative problem-solving skills.
  • Flexibility to adjust to the role as it evolves.


Benefits:

  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Employee discount
  • Health insurance
  • Life insurance
  • Paid time off
  • Retirement plan
  • Vision insurance


Schedule:

  • Monday to Friday

Ability to commute/relocate:

  • Boston, MA: Reliably commute or planning to relocate before starting work (Required)


Experience:

  • Administrative: 3 years (Preferred)
  • Law office: 2 years (Required)


Equal Employment Opportunity

Briefly, Inc. is committed to a policy of Equal Employment Opportunity. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, genetic information, veteran status, or any other protected status under applicable law. Our firm values diversity and inclusion, fostering an environment where all employees are treated with respect and dignity. Discrimination or harassment based on any protected characteristic is strictly prohibited. We welcome candidates from diverse backgrounds to apply for opportunities within our firm.


Accommodation for Applicants with Disabilities

Applicants with disabilities may be entitled to reasonable accommodation under the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the way things are normally done which will ensure an equal employment opportunity without imposing undue hardship on Briefly. If you have a disability or special need and need assistance participating in the application process, please let us know.


E-Verify

This employer participates in E-Verify and will provide the federal government with your form I-9 information to confirm you are authorized to work in the U.S.

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