Legal Administrative Assistant

BE Group; Conshohocken (Montgomery County); Hybrid; USD 75,000 - 105,000; Full time

Job summary

BE Group is seeking a Legal Administrative Assistant to support attorneys in a Private Client Services Group with a focus on trusts and estates for high-net-worth individuals and families. The role requires managing calendars, coordinating meetings, and handling complex billing in a fast-paced environment.

The ideal candidate brings 10+ years of experience in a busy transactional practice, strong confidentiality, and proficiency in MS Office and billing systems.

Qualifications

• 10+ years of experience as a legal administrative assistant supporting multiple attorneys.
• Experience in trusts and estates is a plus.
• Strong billing, calendar management, and file organization skills.
• Ability to work independently with good judgment and discretion.
• Excellent written and verbal communication and client service instincts.
• Proficiency in Microsoft Office, time entry/billing software, and document management.

Responsibilities

• Manage detailed calendars for multiple attorneys, and prioritize meeting requests and the logistics behind them
• Coordinate client meetings, signing appointments, internal and external meetings, Zooms, and conference calls
• Track fiduciary deadlines, tax-related due dates, and follow-up items across several attorneys' matters
• Prepare, proofread, format, and revise correspondence, engagement letters, estate planning binders, and trust and estate administration materials
• Support active matters - organizing client materials, coordinating documents, and maintaining matter files
• Handle extensive client contact by phone, email, and in person, alongside communication with fiduciaries, trustees, financial advisors, accountants, and other outside professionals
• Review and edit pre-bills, and compile and process a high volume of monthly attorney billing
• Open, maintain, and close client files, and keep filing and retrieval systems organized
• Provide backup coverage for other legal support staff

Skills

Legal admin experience

Calendar management

Billing accuracy

Client service

Tools

Microsoft Office

Billing software

Document management systems

Time entry systems

Job description

Our client is one of the fastest-growing mid-sized law firms in Pennsylvania, the 44th-largest in the state, and a Top Workplace for seven consecutive years. They are hiring a Legal Administrative Assistant to support the attorneys in their Private Client Services Group.

The group's practice is trusts and estates for business owners, executives, professionals, high-net-worth individuals and families, fiduciaries, trustees, and closely held businesses - estate and tax planning, business succession, charitable planning, asset protection, and trust and estate administration.

This is a defined, senior team: three partners, three counsel, one associate with a second joining, one other administrative assistant, and a paralegal.

WHAT YOU'LL DO

• Manage detailed calendars for multiple attorneys, and prioritize meeting requests and the logistics behind them
• Coordinate client meetings, signing appointments, internal and external meetings, Zooms, and conference calls
• Track fiduciary deadlines, tax-related due dates, and follow-up items across several attorneys' matters
• Prepare, proofread, format, and revise correspondence, engagement letters, estate planning binders, and trust and estate administration materials
• Support active matters - organizing client materials, coordinating documents, and maintaining matter files
• Handle extensive client contact by phone, email, and in person, alongside communication with fiduciaries, trustees, financial advisors, accountants, and other outside professionals
• Review and edit pre-bills, and compile and process a high volume of monthly attorney billing
• Open, maintain, and close client files, and keep filing and retrieval systems organized
• Provide backup coverage for other legal support staff

WHAT THEY'RE LOOKING FOR

• Significant experience as a legal administrative assistant supporting multiple attorneys in a busy transactional practice. 10+ years is preferred.
• Trusts and estates experience is a plus, not a requirement. A strong legal administrative assistant from a private client services, tax, corporate, or similarly sophisticated transactional practice will be considered.
• Real experience with complex attorney billing, calendar management, document preparation and file organization
• Strong initiative, sound judgment and discretion, with the ability to work independently and manage competing priorities
• Excellent written and verbal communication, and the client service instincts to deal directly with clients and outside advisors
• Proficiency with Microsoft Office, time entry and billing software, and document management systems
• Comfortable maintaining confidentiality in a client-facing environment

LOCATION AND SCHEDULE

• Hybrid: Conshohocken office at least three days per week, where most of the group sits
• Occasional days at the Philadelphia office as needed