Estate Planning Secretary

Adams & Martin Group; San Francisco (CA); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Adams & Martin Group in San Francisco seeks an experienced Legal Assistant to support attorneys in the Estate Planning and Probate practice. The role requires strong document management, confidentiality, and client-service excellence to meet critical legal deadlines.

You will prepare and file wills, trusts, powers of attorney, and probate documents, manage attorney calendars, and coordinate with clients and professionals.

Qualifications

• 5 to 10 years of legal assistant experience, preferably estate planning and probate.
• Strong organizational skills and exceptional attention to detail.
• Proven experience managing calendars, legal deadlines, and document-intensive workflows.
• Excellent written and verbal communication skills with clients.
• Ability to handle sensitive and confidential information with discretion.

Responsibilities

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

Skills

Legal administrative experience

Attention to detail

Client communication

Time management

Tools

Clio

MyCase

PACER

Adobe Acrobat

Microsoft Office

Job description

This SF-based Law Firm is seeking an experienced and highly organized Legal Assistant to support attorneys in the Estate Planning and Probate practice. The ideal candidate will have strong administrative and document management skills, excellent attention to detail, and a professional client-service approach. This role requires the ability to manage multiple priorities while maintaining strict confidentiality and adhering to critical legal deadlines.

Key Responsibilities

• 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.

Work Schedule & Location

• Full-time, in-office Monday through Friday during the first 90 days of employment.
• Flexible hybrid schedule (three in-office days per week) available following the onboarding period.

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.