Estate Planning Secretary

Adams & Martin Group; San Francisco (CA); On-site; USD 60,000 - 85,000; Full time

Job summary

Adams & Martin Group in San Francisco is seeking an experienced Legal Assistant to support estate planning and probate matters. You will prepare and finalize documents, manage confidential files, and coordinate attorney calendars and deadlines.

You'll interact with clients, trustees, financial advisors, and other professionals, arrange notarizations, and ensure accurate e-filing and case management. Strong organizational skills and discretion are essential.

Qualifications

• 5 to 10 years of legal assistant experience, preferably supporting estate planning and probate matters.
• Strong organizational skills with exceptional attention to detail.
• Proven experience managing calendars, legal deadlines, and document-intensive workflows.
• Excellent written and verbal communication skills and a professional demeanor when interacting with clients.
• Ability to handle sensitive and confidential information with discretion.
• Proficiency with Microsoft Office Suite and Adobe Acrobat.
• Experience with legal practice management and e-filing systems, including Clio, MyCase, PACER, or similar platforms.

Responsibilities

• Prepare legal documents including wills, trusts, powers of attorney, probate pleadings, and estate administration records.
• Draft, proofread, format, and finalize correspondence and court filings.
• Maintain confidential client files and document retention procedures.
• Manage attorney calendars, deadlines, probate timelines, hearings, and filing dates.
• Coordinate client communications and meetings with trustees, financial advisors, and professionals.
• Arrange notarizations, witness signings, and document execution logistics.
• Prepare and submit electronic filings and maintain case management records.
• Enter and maintain time records and billing information.
• Provide administrative support to attorneys and assist with day-to-day workflow management.

Skills

Organization

Attention to detail

Communication

Discretion

Time management

Client interaction

Tools

Clio

MyCase

PACER

Microsoft Office

Adobe Acrobat

Job description

• Prepare legal documents, including wills, trusts, powers of attorney, probate pleadings, and estate administration documents.
• Draft, proofread, format, and finalize correspondence, estate planning documents, trust instruments, and court filings.
• Maintain and organize confidential client files and oversee document retention procedures.
• Manage attorney calendars, court deadlines, probate timelines, hearings, and filing dates.
• Coordinate client communications and schedule meetings with clients, trustees, financial advisors, and other professionals.
• Arrange notarizations, witness signings, and document execution logistics.
• Prepare and submit electronic filings and maintain accurate records within case management systems.
• Enter and maintain time records, billing information, and other administrative data.
• Provide administrative support to attorneys and assist with day-to-day workflow management.

Qualifications

• 5 to 10 years of legal assistant experience, preferably supporting estate planning and probate matters.
• Strong organizational skills with exceptional attention to detail.
• Proven experience managing calendars, legal deadlines, and document-intensive workflows.
• Excellent written and verbal communication skills and a professional demeanor when interacting with clients.
• Ability to handle sensitive and confidential information with discretion.
• Proficiency with Microsoft Office Suite and Adobe Acrobat.
• Experience with legal practice management and e-filing systems, including Clio, MyCase, PACER, or similar platforms, is preferred.
  

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.