Legal Assistant- Estate Administration

The Legal Assistant performs a broad range of administrative support for Estate Team. Duties include but are not limited to document production, mailings, filing and data entry.

Job Functions:

• Prepares legal documents, correspondence, memos, letters, and reports. Assists with drafting and preparing documents such as probate forms, declinations for fiduciary appointments and trustee resignations and acceptances. Assists in preparing written and oral presentations. Organizes, summarizes, and indexes documents. Sends and retrieves documents from Record Center as needed and follows workflow procedures as it relates to opening/closing matters and generating engagement/disengagement letters.
• Establishes and maintains electronic filing system to department standards, including filing all client communications and documents on a regular basis.
• Responds to various internal and external client requests and inquiries. Process incoming and outgoing mail throughout the day and respond immediately to time-sensitive mail.
• Assists with the preparation of all routine probate court filings.
• Assists with the maintenance of the probate court docket for each estate and testamentary trust administered by the firm, together with an effective tickler system for insuring that accounts are allowed by the court on a regular basis.
• Supports the preparation and filing of all probate forms and accountings for the state with the applicable Registry of Probate.
• Assists with collection of estate assets, scheduling of appraiser and assembling of estate tax binders and filing of tax returns.
• Coordinates and schedules internal and external client meetings, including but not limited to reserving conference rooms, registering visitors to the building, etc.
• Maintains familiarity with legal terminology, state and federal court filing rules, basic legal procedure, and law firm document protocol. Has knowledge of legal document formats such as contracts, agreements, briefs, summonses, complaints, and motions.
• Establishes and maintains an effective working relationship with the clients and related advisors and other professionals to obtain and provide information and respond to any concerns or questions.
• Maintains complete file for each assigned estate.
• May perform additional duties as requested.

Essential Competencies:

• Works proactively with others to support efforts within a department or function of the Firm.
• Organizes and prioritizes assignments and serves as a department liaison to ensure collaborative efforts result in meeting or exceeding goals and standards.
• Maintains current knowledge of trends and developments affecting the area of specialization.
• Uses innovative thinking and exercises sound judgment to achieve results.

Qualifications:

• Bachelor’s Degree required.
• 3-5 years’ administrative support experience within Estate Administration.
• Experience in managing projects and tasks with multiple stakeholders to a successful conclusion under inflexible deadlines.
• Demonstrated ability to work well with multiple supervisors while keeping them informed and involved.
• Demonstrated ability to organize work and set priorities to meet deadlines while working independently.
• Superior verbal and written communication skills.
• Professional demeanor and presentation consistent with a professional office environment.
• Strong Excel skills and a proficient user of all other MS Office Suite products.  Adaptability to learn and become expert in new applications with limited formal training.
• Strong ability to work well with a wide range of personalities and expectations.

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