Legal Assistant

Coburn Law; Portland (ME); On-site; USD 42,000 - 60,000; Full time

Job summary

Coburn Law in Portland, Maine, seeks a professional Full-Time Legal Assistant for a boutique estate planning practice. You will support clients through the estate planning process, coordinate daily administrative tasks, and help ensure the office operates efficiently with discretion and confidentiality.

The ideal candidate is personable, detail-oriented, and capable of handling sensitive client information.

Qualifications

• Strong organizational skills and attention to detail.
• Excellent verbal and written communication with clients.
• Ability to manage multiple tasks and prioritize work.
• Exceptional client service and team support skills.
• Handles sensitive legal and client matters with discretion and confidentiality.

Responsibilities

• Serve as the initial point of contact for clients and coordinate communication between clients, attorney and other professionals.
• Assist attorneys to organize and prepare client materials for meetings; draft and finalize estate planning documents.
• Process and package finalized documents for client files, ensuring secure handling of originals.
• Maintain and organize estate planning documents in the firm’s secure document vault.
• Assist with client billing and office invoicing; monitor office supplies and daily admin tasks.

Skills

Organization

Communication

Multi-tasking

Client service

Discretion

Job description

Coburn Law is seeking a professional, organized, and client-focused Full-Time Legal Assistant to join our small, boutique estate planning firm. This position is responsible for supporting the clients through the estate planning process, coordinating daily administrative tasks and helping ensure the office operates efficiently. The ideal candidate is personable, detail-oriented and able to handle sensitive client information with discretion and confidentiality.

Preferred Qualifications

• Strong organizational skills and attention to detail
• Excellent verbal and written communication skills with clients
• Ability to manage multiple tasks and prioritize work
• Exceptional client service and team support skills.
• Handles sensitive legal and client matters with the utmost discretion, confidentiality, and professionalism.

Job Responsibilities

Client Communication

• Serve as the initial point of contact for clients
• Coordinate communication between clients, attorney and other professionals
• Follow up regarding scheduling, draft documents and client questions
• Answer incoming phone calls

Legal Document and Workflow Coordination

• Work closely with attorneys to organize and prepare client materials for meetings
• Prepare finalized estate planning documents in advance of signing
• Process completed estate planning documents including scanning, copying and preparing final packages for client files
• Maintain and organize original estate planning documents in the firm's secure document vault.
• Ensure the proper handling, filing, and confidentiality of sensitive client information and legal documents.

Office Administration and Operations

• Assist with client billing and payment of office invoice
• Coordinate with attorney on follow-up tasks for estate planning clients
• Assist with office organization and daily administrative needs of the firm
• Monitor and order office supplies
• Perform other administrative and legal support duties as assigned.