Legal Assistant - Estate Planning

Legal Search Solutions, LLC; Naples (FL); On-site; USD 40,000 - 55,000; Full time

Job summary

Legal Search Solutions, LLC seeks a Private Client Services/Estate Planning Legal Assistant for our Naples, FL office. The role supports attorneys with document preparation, calendar management, client communication, and file maintenance.

Requires 2+ years in legal/office admin, strong English, and proficiency with standard software and document systems. Prior exposure to trusts/estates is preferred and accuracy is essential.

Qualifications

• 2+ years in legal or office administration, preferably in trusts/estates.
• Education beyond high school or related coursework preferred.
• Excellent attention to detail and grammar.
• Proficiency with standard office software and document management.

Responsibilities

• Provide administrative support to assigned attorneys in estate planning.
• Assist with preparing legal documents and calendar deadlines.
• Greet clients, schedule meetings, and coordinate conferences.
• Assist with drafting and reviewing estate planning documents and filings.
• Process new client intake and manage electronic files.
• Enter time and expenses into billing system and generate reports.
• Input and coordinate with calendar events and travel arrangements.

Skills

Legal office administration

Attention to detail

Communication skills

English proficiency

Education

Some college coursework in legal industry

Tools

Kofax

Nuance

InTapp

LMS+

iManage

DocuSign

Job description

Amlaw ranked Large National Law Firm is seeking aPrivate Client Services/Estate PlanningLegal Assistantin the Naples, Florida Office.

We are seeking a legal assistant with 2+ years of legal and/or office experience to provide administrative support to our team in the Naples office. All employees operate under a “Client First” philosophy—in all things, we seek to provide exceptional services to our clients.

Duties and Responsibilities:

• Provides skilled, proactive administrative support to assigned attorneys and others, as needed.
• Maintains and processes case information, assisting with the preparation of legal documents, and managing the progression of cases to final disposition.
• Exhibits outstanding client service in greeting guests, scheduling meetings, and conducting telephone conferences.
• Works on cases with heavy client interaction.
• Assists attorneys with drafting and reviewing estate planning documents, including wills, trusts, powers of attorney, and advance directives.
• Assists with reviewing daily dockets and coordinating with attorneys and appropriate parties on upcoming dates and deadlines for calendar filings.
• Processes new client intake, maintains files within the firm's electronic records management system.
• Prepares and assists with closing binders.
• Maintains calendar of events and setting reminders for deadlines for assigned attorney(s), scheduling appointments and coordinating travel.
• Prepares and reviews documents, letters and memoranda according to Firm standards using word processing software and document management systems.
• Processes requests for payment and reimbursements.
• Enters attorney billable hours into the firm billing program, prepares and organizes attorney expense claims, coordinates billing reports, and prepares and sends bills
• Creates, maintains and retires files in accordance with the firm'sInformation Governance Policy.
• Attends virtual and in-person signings to witness and notarize documents.
• Responds to requests with a sense of urgency and effectively prioritizes work; ability to work independently and as part of a team.
• Proactively monitors deadlines.
• Processes requests for payment and reimbursements as well as time entries/billing.
• Assists in managing client contacts, emails, and printing documents as well as processing mail.
• Clearly communicates in a concise, professional manner.

Requirements:

• 2+ years’ experience with legal or office administrative work (experience with Trusts/Estates preferred).
• Some education beyond high school or other coursework related to the legal industry preferred.
• Strong attention to detail.
• Proficient command of the English language and standard grammar rules.
• Proficiency with Kofax/Nuance, InTapp, LMS+, iManage, or those software programs’ counterparts strongly preferred.
• Demonstrated proficiency with Microsoft Office programs and DocuSign.