Executive Legal Assistant

D3 Search; Westlake Village (CA); On-site; USD 77,000 - 94,000; Full time

Benefits offered by this job

401(k)

Paid parking onsite

Lucrative bonus potential

Career growth opportunities

Full onsite work model

Job summary

D3 Search is seeking a Trusts & Estates Legal Assistant for a respected CA-based law practice in Westlake Village. This full-time, non-exempt role supports estate planning, trust administration, and real estate matters with a high level of client interaction.

The ideal candidate has at least five years of extensive Trusts and Estates experience, excellent administrative and communication skills, and proficiency with Microsoft Office and document management systems.

Qualifications

• Minimum five years of extensive Trusts and Estates experience.
• Experience in estate planning and trust administration.
• Notary commission is a plus.
• Strong communication, organizational, and client-service skills.

Responsibilities

• Assist with preparation of legal documents, including wills, trusts, powers of attorney.
• High-volume scheduling and calendar management via Outlook; coordinate in-person and Zoom/Teams appointments.
• Work with CPAs and bookkeepers on client accounts.
• Heavy interaction with bank representatives on client trust accounts.
• Prepare and record deeds, prepare binders, and other related documents.
• Print, scan, proofread, and edit legal documents with a high level of accuracy.
• Maintain comprehensive records management of client documents and filing systems.
• Manage client communications and draft professional correspondence.
• Collaborate with attorneys and team members; demonstrate independent work skills.

Skills

Administrative excellence

Client communication

Calendar management

Team collaboration

Education

Associate's degree or higher

Tools

Microsoft Office Suite (Word, Outlook, Excel, Teams)

Adobe Pro

iManage or similar DMS

Job description

D3 Search is seeking a Trust & Estates Legal Assistant on behalf of a highly respected CA-based law practice with a well-established & growing office situated in Westlake Village, CA (91361).

Westlake Village, CA (91361)

Employment Status:

Full-time/direct-hire employment. Non-exempt role (OT paid in accordance with CA laws).

Fully onsite work model.

A prominent CA-based regional law practice is seeking an experienced Trusts & Estates/Private Client Legal Assistant to join their Westlake Village office (Ventura County).

This is a full-time and non-exempt position. The role supports a busy practice focused on estate planning, trust administration, and real estate matters. This role involves a high level of client-facing interaction and requires someone who is polished, professional, and able to meet confidently with clients, vendors, and third parties while handling those relationships at a high level. Ability to work collaboratively and effectively as part of a team is essential, with a strong emphasis on communication and supporting team efforts to provide exceptional client service.

• Assist with preparation of legal documents, including wills, trusts, powers of attorney, and other estate planning legal documents.
• High volume scheduling duties, calendar meetings on Outlook, schedule attorney appointments in-person and on Zoom and/or Teams.
• Work with CPAs and bookkeepers on client accounts.
• Heavy interaction with bank representatives on client trust accounts.
• Prepare and record deeds, prepare binders, and other related documents.
• Print, scan, proofread, and edit legal documents with a high level of accuracy.
• Responsible for comprehensive records management of client documents, including creating new client files, organizing and maintaining high volumes of physical records, managing filing systems, coordinating off-site storage and retrieval, and ensuring all client documents are accurately maintained, properly organized, and readily accessible when needed.
• Maintain organized files and track case progress efficiently.
• Manage Excel spreadsheets for trust account clients, as needed.
• Manage client communications and draft professional correspondence.
• Collaborate with attorneys and team members while demonstrating strong independent work skills.
• Minimum five (5) years of extensive Trusts and Estates experience, with a strong background in Estate Planning and Trust Administration.
• Excellent administrative, organizational, calendaring, and follow-up skills are required.
• Strong attention to detail, accuracy, and overall high-quality work product is required.
• Exceptional written and verbal communication skills are required.
• Proficiency in Microsoft Office Suite (Word, Outlook, Excel, Teams) and Adobe Pro.
• Familiarity with iManage or similar document management systems is preferred.
• Ability to take initiative and manage assignments timely.
• Associate's degree or greater preferred.
• Notary commission is a plus.

Annual starting salary range is 85K+~DOQ + sign-on bonus. The law firm (employer) offers a comprehensive & robust benefits package, 401K, generous PTO, fully onsite work model, paid parking onsite, annual reviews, lucrative bonuses, and career growth opportunities, etc.

D3 Legal Search, LLC (aka D3 Search) and its clients are equal opportunity employers. Pursuant to local ordinances, we will consider qualified applicants with criminal histories in a manner consistent with the requirements of the Fair Chance Initiative for Hiring Ordinance.