Legal Assistant - Estates and Trusts

Dentons Cohen & Grigsby; Naples (FL); On-site; USD 45,000 - 60,000; Full time

Job summary

Dentons Cohen & Grigsby P.C. in Naples, FL seeks a meticulous Legal Assistant to support the Estates & Trusts Practice Group and its clients in an in-office role.

You will handle daily administrative tasks, coordinate meetings, manage calendars, assist with billing, and prepare a variety of documents, including wills and trusts. The ideal candidate has at least 3 years of Trusts & Estates experience, a Florida Notary Public license or willingness to obtain one, and proficiency with MS Office

Qualifications

• High School Diploma or equivalent; undergraduate degree preferred.
• Minimum of 3 years of Trusts & Estates experience in a law firm.
• Licensed Florida Notary Public or willing to become one.
• Strong proficiency in MS Office 365 and related software.
• Typing speed 60–65 wpm with high accuracy.
• Excellent admin, drafting, proofreading, and organizational skills.
• Ability to handle confidential information.

Responsibilities

• Provide administrative support to Estates & Trusts Practice Group and clients.
• Coordinate meetings, videoconferences, equipment, catering, presentation materials, visitors, and rooms/offices.
• Manage the practice groups, contact, calendars, and conference calls.
• Process and manage expenses, update time-keeping system, and prompt attorneys as necessary.
• Enter time for timekeepers and print reports as requested.
• Work with Accounting in all aspects of the billing cycle; review client billing for accuracy and edits.
• Process the intake of new clients, run conflict checks, create engagement/retainer letters, and client files.
• Prepare and ensure availability of agendas, presentations, and meeting notes.
• Revise, format, and finalize a wide variety of documents including wills and trusts.
• Proofread all documents and correspondence for accuracy.
• Monitor deadlines and schedules for the practice.
• Maintain paper and electronic files per firm policies and document management system.
• Assist in business development initiatives and committee projects as needed.
• Assist other legal assistants to meet firm and client needs.

Skills

MS Office 365

Touch typing

Time management

Attention to detail

Communication

Problem-solving

Discretion/confidentiality

Education

High School Diploma or equivalent

Undergraduate degree preferred

Florida Notary Public license

Tools

iManage

Adobe

Zoom

Videoconferencing tools

Job description

Please note this is an in-office position with no flexibility for remote work.

As a Legal Assistant, you will be responsible for providing comprehensive administrative support to the Estates & Trusts Practice Group and its clients. This position's ideal candidate has a strong work ethic, exceptional problem-solving skills, and is comfortable working in a fast-paced dynamic workplace.

Essential Duties and Responsibilities include the following (but not limited to):

• Providing administrative support to the Estates & Trusts Practice Group and its clients.
• Coordinate meetings, including videoconferences, conference calls, equipment, catering, presentation materials, visitors, and rooms/offices.
• Manage the practice groups, contact, calendars, and conference calls.
• Process and manage expenses, routinely update our time-keeping system, complete and close timekeeping where appropriate and prompt attorneys as necessary.
• Enter time for timekeepers and print reports as requested.
• Work with Accounting in all aspects of the billing cycle, including but not limited to reviewing client billing for accuracy, edits to content/grammar, resolution of billing problems, and efficient changes to the process.
• Process the intake of new clients, run conflict checks, create engagement, retainer letters, create client files, manage new client matters accurately and efficiently.
• Prepare and ensure availability of necessary agendas, presentations, and meeting notes.
• Revise, format, and finalize a wide variety of documents, including correspondence, memoranda, agreements, and practice-specific documents, including formatting Wills and Trusts.
• Proofread all documents and correspondence for accuracy.
• Monitor deadlines and schedules for the practice.
• Establish and maintain paper and electronic files according to current firm policies utilizing the firm’s record protocol procedures and document management system.
• Perform other related duties required based upon the unique practice of the attorney, such as but not limited to assisting in business development initiatives and events and committee projects and responsibilities.
• Assist other legal assistants whenever necessary to meet firm and client needs.

Qualifications/Requirements

• A High School Diploma or equivalent. Undergraduate degree preferred.
• Minimum of 3 years of Trusts & Estates experience in law firm setting is required.
• Licensed as a Florida Notary Public or willing to become a Notary.
• Strong proficiency in Microsoft Office 365: including Word, Excel, PowerPoint, Outlook, Teams; iManage, Adobe, Zoom, and other videoconferencing applications-
• Must possess a typing speed of at least 60-65 wpm with a high accuracy rate.
• Excellent administrative, drafting, transcription, preparation, proofreading, organizational, time management, attention to detail, and multi-tasking skills in a busy, deadline-driven environment.
• The ability to build professional, cooperative, and supportive relationships with one’s peers, superiors, and clients while also anticipating and identifying clients’/colleagues’ current and future needs.
• Enthusiastically greet all contacts, vendors and personnel consistently, offering a warm, smiling, and hospitable demeanor that is also in a manner that is also positive, authentic, friendly, and helpful.
• Ability to maintain the highest level of confidentiality regarding internal Firm and client information.
• Ability to handle high-pressure situations with grace.
• Able to work as a team player for the practice area and have the capability to work independently and drive projects to completion.
• Possesses the ability to see the importance of every task holistically and understand how each assignment benefits the growth and success of the practice.
• Have a proactive, forward-thinking, innovative, and results-oriented approach with a strong work ethic and well-developed interpersonal skills.
• Has the ability to learn new technologies quickly.
• Demonstrates proactive approaches to problem-solving with strong decision-making capability.
• Self-motivated and driven.

To perform the job successfully, an individual should demonstrate the following competencies:

• Forward-thinking – Anticipating future trends, challenges, and opportunities and acting proactively to prepare for them. It involves a strategic growth mindset that focuses on long-term success through innovation, adaptability, and creative problem-solving.
• Innovation & Design – Be open to new ideas and promoting positive innovation. Demonstrates attention to detail. Fosters agility.
• Decision Making – Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully. Aligns critical priorities. Thinks and acts strategically.
• Interpersonal Skills – Focuses on solving conflict and applies growth mindset.
• Oral Communication – Listens and gets clarification; responds well to questions.
• Teamwork and Collaboration - Balances team and individual responsibilities; contributes to building a positive team spirit.
• Professionalism – Accepts responsibility for own actions; follows through on commitments.
• Quality – Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality.
• Dependability – Follows instructions, responds to direction; commits to long hours of work when necessary to reach goals.
• Initiative – Takes independent actions and calculated risks; asks for and offers help when needed.
• Integrity – Model positive behaviors and actions. Maintains confidentiality and fosters trust.

Computer Skills:

To perform this job successfully, an individual should have knowledge of Internet software; spreadsheet software, word processing software; financial software.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Professional Appearance Requirement:

Employees are expected to maintain a professional and business-appropriate appearance at all times. Visible tattoos, body art, piercings (other than conventional ear piercings), branding, and similar body modifications must be covered or removed while on duty. Exceptions may be made as required by applicable law or as a reasonable accommodation for religious beliefs, medical conditions, or other protected circumstances.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Dentons Cohen & Grigsby P.C. offers a competitive salary and benefits package including medical, dental, vision, 401k, money purchase plan, short-term/long-term disability, life insurance, paid time off, and paid holidays.

Dentons Cohen & Grigsby P.C. is an Equal Opportunity Employer.