Firm Ranking: AmLaw100 Firm
Location: West Palm Beach, FL
Position: Legal Assistant, Trust & Estates
Support Model: 3 Attorneys to 1 Legal Assistant
Target Salary: $70,000 - $90,000
Work Week: 8:30am – 5pm (37.5 hour work week)
Onsite Logistics: 3 days a week onsite
Hiring Manager: Office Administrator
Responsibilities:
- Independently perform full range of administrative support for numerous timekeepers
- Responsible for managing client communication, including answering phone calls and emails to effectively schedule appointments by understanding client needs and availability while coordinating with internal timekeepers to ensure efficient booking and calendar management, while providing excellent customer service.
- Schedule and arrange client document execution meetings including service as a witness and/or Notary Public, ensure appropriate attendee availability, prepare documents, and confirm original documents properly executed and documents are handled in accordance with department protocols
- Remind timekeepers of deadlines and anticipate their needs to allow them to focus on client/firm related matters
- Type, edit, format and proofread a variety of moderate to complex documents and assist with assembly of documents in preparation of client documents for execution or electronic filing with courts and agencies.
- File management and organization (both digital and paper). Establish and maintain client, departmental and administrative files and workspaces using established protocols for online client records management and document naming conventions.
- Understand client billing, edit billing narratives according to firm time entry standards, and ability to run or obtain financial data and reports. Expense tracking and reimbursement submissions and monitoring of disbursement payouts in time-sensitive matters)
- Manage administrative aspects of client/matter intake: obtain/enter required information into the New Business Intake (NBI) system, draft, finalize, and send engagement letter to clients, communicate client billing standards and rates to appropriate individuals, and overall management of client files.
Qualifications/Requirements:
- Minimum two to four years of Trusts and Estates legal administrative experience strongly preferred
- Experience in handling a wide range of administrative tasks
- Experience making travel arrangements
- Ability to support multiple timekeepers in a fast paced, changing environment
- Ability to effectively manage conflicting priorities
- Excellent verbal, written, organization, analytical and interpersonal skills
- Outstanding client service and decision-making skills
- Ability to produce accurate draft documents from a variety of rough sources that are handwritten or 'pieced' together or from oral instructions
- Familiarity with procedures of courts and regulatory agencies
- Ability to work independently, with minimum supervision while also contributing to a team
- Demonstrate a high degree of professionalism, confidentiality, discretion, and decorum
- Responsiveness to timekeeper/client needs and follow-up where appropriate
- Good understanding of basic business relationships and client confidentiality principles
- Proficient in the use of Microsoft Office (Word, Outlook, Excel and PowerPoint), FileSite/iManage (or similar virtual workspace software), InTapp, CMS, PDF scanning, HotDocs, Kofax PDF, Change-Pro, Metadact, Innova, Chrome River, Preview Biller, Internet searches, Rendezvous, Electronic Court Filing Systems, and ability to learn and use advanced software applications
