Legal Practice Assistant

Frost Brown Todd Llp; Newport Beach (CA); On-site; USD 48,000 - 72,000; Full time

Job summary

FBT Gibbons LLP in Newport Beach seeks a Legal Practice Assistant to support attorneys in trust administration, estate planning and probate matters. You will draft, revise and format documents and manage calendars.

The ideal candidate has 2+ years of legal practice assistant experience, strong MS Office skills, and the ability to handle confidential information in a fast-paced firm. You will collaborate with colleagues and adapt to shifting priorities while providing excellent client service.

Qualifications

• High school diploma or equivalent.
• 2+ years of legal practice assistant experience.
• Proficient in Microsoft Office.
• Ability to learn CST workflow application and other firm softwares.
• Ability to work independently and as part of a team.
• Professional communication with clients and internal staff.
• Ability to handle confidential information.

Responsibilities

• Understand practice area needs and support partner teams.
• Draft, revise and format legal documents and correspondence.
• Open new files and manage business intake tasks.
• Maintain and manage timekeeper calendars and meeting logistics.
• Support client development activities and client communications.
• Assist with overflow work and other duties to support attorneys.

Skills

Legal support

MS Office

Communication

Discretion

Education

High School Diploma

Tools

CST workflow

Microsoft Office

Job description

FBT Gibbons LLP is a national law firm focused on serving companies operating and investing in the middle market. With nearly 1,500 employees across 26 offices, we support clients ranging from large multinationals to mid-sized businesses and growth-oriented startups across the United States. Our teams collaborate across departments and geographies to deliver excellent service to our clients, colleagues, and the communities we serve.

At FBT Gibbons, diversity enriches our vibrant culture and empowers our teams to achieve more together. We welcome talented professionals who bring valuable skills, a collaborative mindset, and a shared commitment to helping our firm and clients thrive. Here, you’ll make meaningful contributions, collaborate with exceptional colleagues, and build a career that grows with your skills and ambitions.

We are currently seeking a Legal Practice Assistantto support our attorneys and other timekeepers through complex and specialized legal duties, requiring a strong understanding of legal terminology and processes. This position will be part of the Assigned Team, providing dedicated administrative and legal support to partners with a primary focus on trust administration, estate planning and probate matters.

The ideal candidate is proactive, detail-oriented, and client-service driven, with strong organizational skills, excellent communication, and the ability to support attorneys in a fast-paced legal environment while managing multiple priorities with discretion and professionalism.

Key Responsibilities:

• Understand the specific needs and business of the practice areas.
• Support the business intake process, draft engagement letters, and open new files.
• Prepare, revise, and format legal documents and correspondence using various software applications and according to instructions. Proofread documents and correspondence for content, spelling, grammar, language usage, and punctuation, and save documents in final form.
• Maintain and manage timekeeper calendars, including conferences, teleconferences, and other meetings. Manage logistics for internal and external meetings as requested.
• Support client development activities and provide direct assistance and support to clients.
• Assist as needed with projects, overflow work, administrative work, and other duties to provide support and to help with the workloads of attorneys, peers, and other colleagues throughout the firm.
• Manage administrative tasks as requested, including, but not limited to, processing and distributing mail, completing expense reports, preparing check requests, and reviewing client billing statements.
• Use the CST workflow application to enter and to manage support requests, providing proactive communication with the attorney or other timekeeper from start to completion of the task.
• Navigate the CST workflow application with a proficient level of skill while prioritizing and completing the tasks efficiently.
• Regularly monitor the task queue upon completing assignments to identify and take on new tasks in a timely manner, minimizing delays in tasks completion and supporting consistent workflow.
• Evaluate task urgency and workload capacity to offer availability when appropriate, accepting assignments that align with current expertise while also identifying and participating in training opportunities to expand capabilities and support overall team efficiency.
• Assist the timekeepers and the team with projects, overflow work, administrative work, and other duties to provide support with a positive and collaborative approach to working with others.
• Serve as a resource to teammates while demonstrating the willingness to mentor and share knowledge.

Job Requirements:

• High school diploma or equivalent.
• 2+ years of legal practice assistant experience required; trust administration, estate planning and probate experience preferred.
• Highly proficient in Microsoft Office software programs.
• Ability to learn and apply practice group and/or firm specific software programs, including the CST workflow application, at a proficient level.
• Ability to work independently and collaboratively within a team structure.
• Ability to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• Ability to cooperate, work and communicate effectively and professionally with Firm clients and Firm personnel at all levels on the telephone, by e-mail as well as in-person.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Ability to work in a fast-paced environment and shift attention from one area of work to another quickly and effectively.
• Ability to handle confidential information.

FBT Gibbons is fully committed to equality of opportunity in all aspects of employment. It is the policy of FBT Gibbons to provide equal employment opportunity to all employees and applicants without regard to race, color, religion, national or ethnic origin, military status, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other protected status.

FBT Gibbons offers a competitive salary and a comprehensive benefits package, including health care coverage (medical, dental, and vision), life insurance, short- and long-term disability, paid parental leave, employee wellbeing and EAP programs, paid time off, and a 401(k) retirement plan with employer matching and profit-sharing. Benefit offerings and eligibility vary by location and are subject to applicable plan terms and legal requirements.

The pay range for this role accounts for the wide range of factors considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs. For applicants physically based in Newport Beach, a reasonable estimate of the current range is $34.50 - $52.90 hourly. Actual pay will be determined based on skills, relevant experience and other job-related factors, consistent with applicable employment laws.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Applicants must be authorized to work in the United States without current or future employer sponsorship. FBT Gibbons does not provide visa sponsorship for this position.