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Trusts and Estates Administrative Assistant

1 month ago

Newport Beach, United States Law Office of Susan A. Katzen Full time
Job Overview

We are seeking a highly skilled and detail-oriented Legal Administrative Assistant/Receptionist to join our team at the Law Office of Susan A. Katzen. As the main point of contact for clients, you will be responsible for managing essential administrative tasks, delivering outstanding customer service, and ensuring client satisfaction while providing support to our lawyers and staff.

This is a full-time, on-site position that offers opportunities for growth and professional development. We provide a competitive salary, a range of benefits, and a supportive team environment.

Key Responsibilities
  • Answer phones, welcome clients, and set up conference rooms for meetings
  • Schedule and confirm appointments
  • Document and update client statuses, appointments, and phone calls in our practice management system
  • Communicate with potential and existing clients by phone, in person, and by email
  • Prepare and maintain paper and electronic case files
  • Assist with preparing estate planning binders
  • Assist with client meetings
  • Receive and process daily mail
  • Copy, scan, file, and assist with office supply organization
  • Maintain front office area, conference room, and other common areas
  • Assist team members when they need a hand
Requirements
  • An Associate Degree is required for this position, although a Bachelor's Degree is highly preferred
  • Candidates should have a minimum of 6 months of experience working in a law firm environment
  • The ideal candidate must be detail-oriented, able to work independently, and take initiative
  • Strong administrative skills and a background in customer service are essential
  • We are looking for a positive, high-energy team player who is results-oriented
  • Proficiency in Microsoft Word and Excel is required, and knowledge of Actionstep is a plus
  • Candidates must be computer savvy and comfortable working with various computer programs, databases, and systems