Legal Assistant

Description

Our busy legal firm is looking for an efficient, organized legal assistant to help our Probate and Estate Settlement Team. The primary goal of the Legal Assistant is to interact and build relationships with clients while supporting our legal team with case management, administrative tasks, and document filing. The Legal Assistant often handles administrative tasks such as scheduling meetings, maintaining calendars, billing clients, and managing office correspondence. If you have experience in a law firm environment, work well under pressure, and are looking for a rewarding opportunity in the legal industry, we want to connect with you.

Responsibilities

Administrative Legal Support for the Probate, and Estate Settlement teams:
• Assist assigned Attorney(s)
• Prepare Attorney(s) for all of their meetings by creating agendas, assembling documents, gathering information, and making sure all data is up to date
• Small research projects, as needed
• Ensuring Attorney(s) are apprised of all new information, as soon as possible
• Calendar Firm deadlines for client matters
• Check with the Attorney(s) after all appointments to see what follow-up action is needed Follow up with clients to confirm planning details and collect missing information
• Coordinate Attorney(s) schedule
• Schedule meetings and events
• Take and deliver accurate telephone messages
• Prepare and send out client packets
• Open and close files
• Handle incoming and outgoing mail. Send and receive electronic and standard correspondence
• Copying, scanning, and filing
• Meet an annual billable target of 1,440 client hours

Case Management of the Estate Planning, Probate, and Estate Settlement files:
• The Legal Assistant helps maintain and organize case files, track deadlines, and manage client records. They ensure that all documents and information are properly filed and easy to access.

Client Communication:
• The Legal Assistant may interact with clients to gather information, relay updates on cases, and answer general questions. However, the Legal Assistant cannot provide legal advice unless permitted by law.

Document Preparation:
• The Legal Assistant drafts and prepares legal documents.
• Communicate with clients to gather information and provide updates.
• Assemble documents in preparation for meetings.
• Draft ancillary documents by customizing existing templates for attorney to review.
• Assist assigned Attorney(s) by preparing for meetings.
• Organize case files in preparation for meetings.

Filing and Court Procedures:
• Legal Assistants may help file documents with courts, ensure deadlines are met, and handle logistics for court hearings or trials, including coordinating with court clerks.

Guest Services:

The Legal Assistant serves as the backup for the Client Services Representative.

1. Incoming and Outgoing Calls
• Answer incoming calls with a warm and welcoming greeting.
• Direct incoming calls as appropriate.
• Take and deliver accurate telephone messages, as appropriate.
• Screen calls, as appropriate.
• Make reminder calls for upcoming appointments, at least one day before the appointment.
• Conduct a simple intake of potential new clients and enter their basic data into our system.

2. Greet Guests
• Create a warm, welcome, and professional first impression on behalf of the Firm.
• Make visitors feel comfortable by offering refreshments and making small talk.
• Order and serve food and beverages, when appropriate.

3. Set-Up the Conference Room for Meetings
• Ensure the meeting rooms are neat, tidy, well-stocked, and ready for the appropriate meeting, according to our policy and procedure.
• Clean up the meeting room following meetings, according to our policy and procedure.

Qualifications

• Candidates must possess at least a high school diploma or equivalent certification.
• Minimum of three years of Legal Assistant experience; prior experience in an Estate Planning, Probate, and/or Estate Settlement firm is a plus but not mandatory.
• Proven ability to thrive in a results-driven environment by holding self and others accountable for achieving specific metrics within established timelines.
• Experience with time tracking tools to monitor and record daily work activities and project tracking.
• Ability to work independently as well as collaboratively within a team environment.
• Excellent verbal and written communication skills, effectively engaging with clients and professionals to convey information clearly and professionally.
• Strong organizational skills with the ability to manage multiple tasks effectively.
• Strong attention to detail, and exceptional editing and proofreading skills.
• Proficient with technology including - Microsoft Office 365, Adobe, SharePoint and client management software, or the ability to learn quickly.

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