Legal Administrative Assistant

Jordan Price Wall Gray Jones & Carlton, PLLC; Raleigh (NC); On-site; USD 45,000 - 60,000; Full time

Job summary

Jordan Price Wall Gray Jones & Carlton, PLLC is seeking an Administrative Legal Assistant to support our Estate Planning and Business/Corporate Law practice groups. This role involves managing administrative responsibilities, supporting client communications, and assisting with signing conferences and corporate matters.

The ideal candidate has at least 4 years in legal administration, is willing to obtain Notary Public within 30 days, and is proficient in MS Office and legal practice management

Qualifications

• Minimum of 4 years in administrative, professional, or project management roles within a law firm preferred.
• Active Notary Public commission or willingness to obtain one within 30 days of hire.
• Excellent interpersonal skills when interacting with estate planning clients and sensitive matters.

Responsibilities

• Coordinate signing conferences, schedules, rooms, witnesses, and notaries, with follow-up communications.
• Serve as client point of contact for meetings and client communications.
• Prepare corporate minute books and client deliverables (physical and digital).
• Assist with formation and maintenance filings and annual reports for state/federal agencies.
• Draft and proofread basic corporate documents and legal correspondence; manage files in PM system.

Skills

Organizational skills

Client communication

Empathy

Discretion

Professionalism

Tools

MS Office (Word, Excel)

Legal practice management

Corporate filing systems

Job description

We are seeking a highly organized, personable, and detail-oriented Administrative Legal Assistant to support our Estate Planning and Business/Corporate Law practice groups. This role involves managing administrative responsibilities, supporting client communications, facilitating estate planning signing conferences, and assisting with a variety of business and corporate legal matters.

Key Responsibilities

Signing Conferences & Client Meetings

• Coordinate signing conferences, including managing client and attorney schedules and room reservations, arranging witnesses and notaries, collecting and compiling documents for signature, and completing necessary post-signing filing and client communications.
• Verify execution requirements for wills, trusts, healthcare powers of attorney, ensuring all legal formalities are met.
• As needed, coordinate witnessing and notarization for all legal instruments, acting as a notary or managing internal witnesses.

Business/Corporate Practice Support

• Serve as a client point of contact, coordinating meetings and follow-up communications.
• Prepare and assemble corporate minute books and other client deliverables (both physical binders and digital archives).
• Support business entity formation and maintenance by preparing routine filings, applications, annual reports, and similar documents for submission to state and federal agencies.
• Draft and proofread basic corporate documentation and legal correspondence.
• Manage client files within our practice management system, ensuring organization and confidentiality.

Qualifications & Skills

• Experience: Minimum of 4 years of experience in administrative, professional, or project management roles, with preference given to backgrounds in law firms and experience in estate planning, probate, or business/corporate law.
• Certifications: Active Notary Public commission (or willingness to obtain one within 30 days of hire) is required.
• Interpersonal Skills: Exceptional empathy, patience, and professionalism when interacting with estate planning clients dealing with sensitive life events.
• Technical Skills: Proficiency with MS Office (Word, Excel) and legal practice management or corporate filing systems.
• Discretion: Absolute commitment to maintaining strict client confidentiality.