Trust Estate Assistant

3 weeks ago


Miami, Florida, United States Ascension Global Staffing & Executive Search Full time

Ascension Global Staffing & Executive Search, a Hispanic Women Owned & Operated National Recruiting Firm is seeking an experienced legal assistant to support the International Wealth and Asset Planning practice group in Miami, FL.

Job Description:

The Legal Assistant plays a critical role in boosting attorney efficiency by managing information and aiding in the delivery of legal services, including client interactions. This position demands exceptional organizational skills, keen attention to detail, and the ability to excel in a high-volume, fast-paced environment.

Duties and Responsibilities:
  • Provide administrative support to Trust and Estate attorneys and paralegals.
  • Maintain effective communication with paralegal and attorney teams on all matters.
  • Communicate with clients daily to ensure timely and accurate updates.
  • Assist with department billing and invoicing, ensuring accuracy and compliance.
  • Handle general client correspondence, maintaining confidentiality at all times.
  • Filing and organization of both physical and electronic documents.
  • Take client calls, connecting all incoming calls, including initial screening for potential clients.
  • Responsible for all aspects of client intake, including collection of pertinent information, file opening, engagement documents, and related follow-up.
  • Manage working files, including filing notes, checklists, payment tracking, and status meetings.
  • Maintain a Master list to ensure each case status is up-to-date.
  • Prepare and send corporate binders to clients, ensuring timely delivery.
  • Assist with file closing, ensuring all tasks are completed and records are updated.
  • Maintain PNC lists, ensuring they are up-to-date and consistently reviewed with attorneys.
  • Schedule and coordinate meetings, videoconferences, and conference calls.
  • Manage attorneys' contacts, schedules, and calendars, ensuring seamless coordination.
  • Enter time for timekeepers and print reports as requested.
  • Assist with Corporate filings, ensuring compliance and accuracy.
  • Process expense reports and check requests.
  • Retrieve information from files and assist with AR collection follow-up.
  • Support attorneys and paralegals in preparation for meetings, ensuring timely and accurate materials.
  • Maintain confidentiality of client information at all times.
  • Utilize firm databases, including MS Teams, Word, Excel, iManage, and other platforms, to manage information effectively.
  • Track and enter billable time as applicable.
  • Perform other duties as assigned.

The estimated annual salary for this position is approximately $60,000 - $80,000, based on industry standards and the location in Miami, FL.



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