Practice Assistant - Tax and Wealth Planning

Fox Rothschild; Center Square (PA); On-site; USD 42,000 - 66,000; Full time

Job summary

Fox Rothschild LLP is seeking a Practice Assistant to support the Tax and Wealth Planning Department. The role requires a minimum of three years of professional work experience and involves handling administrative tasks, document preparation, and client coordination.

The Practice Assistant will work with attorneys and staff to improve operations, conduct basic legal research, and contribute to client projects while maintaining high service standards.

Qualifications

• Three or more years of professional services firm or in-house legal department experience required.
• BA/BS preferred or Associate's degree or paralegal certificate.
• High school diploma or equivalent required.

Responsibilities

• Manage tax and wealth planning administrative tasks and client communications.
• Scan, index, and maintain estate and tax documents.
• Prepare signing instruction memoranda and finalize estate documents.
• Maintain estate plan binders and prepare estate and trust administration checklists.
• Calendar probate, trust, and tax deadlines and conduct basic legal research.
• Assist with billing coordination with Accounting.

Skills

Excel

Outlook

Word

Adobe PDF

Time management

Communication skills

Attention to detail

Multitasking

Customer service

Education

BA/BS preferred

Associate's degree

Paralegal certificate

High school diploma or equivalent

Tools

Proprietary case management software

Job description

Fox Rothschild LLP is seeking a Practice Assistant, with a minimum of three (3) years of professional work experience, to support the Tax and Wealth Planning Department.

The Practice Assistant is a direct support professional who works with a broad range of attorneys and staff to complete administrative responsibilities, identify and implement improvements for practice operations, contribute to client projects through basic legal research and document support, and perform various special projects.

Essential Functions

• Manage and process all tax and wealth planning related administrative tasks including:
  • Communicate with clients and attorneys.
  • Scan and index estate and tax documents.
  • Maintain vault of original estate planning documents.
  • Prepare signing instruction memoranda and finalize estate documents for signature.
  • Prepare estate plan binders for clients.
  • Compile exhibits to pleadings, agreements, and tax returns.
  • Prepare and update estate and trust administration checklists.
  • Coordinate with Accounting Department for billing purposes.
• Review and summarize wealth-planning-related materials including estate plans.
• Prepare and open files in the firm’s proprietary case management software.
• Photocopy and scan estate documents in case management software for use by team.
• Calendar probate, trust, and tax deadlines.
• Conduct internet research, including real property deed searches.
• Obtain notary public certification to provide notary services to team members and clients.
• Provide excellent client service to all team members.

Additional Functions

• Other related duties, as assigned.
• Annual billable hour requirement – 700

Qualifications (Experience, Knowledge, Skills and Abilities)

• BA or BS degree, preferred or Associate's degree or paralegal certificate with a minimum of 3 years of professional services firm or in-house legal Department experience required.
• High school diploma or equivalent required.

Experience

• Minimum of 3 years of professional work experience (law firm, preferred). Previous work experience in a law firm or other client service environment is a plus.

Knowledge, Skills, & Abilities

• Excellent PC skills, including but not limited to proficiency in Excel, Outlook, and Word.
• Experience with Adobe PRO/Nuance PDF.
• Strong time management skills.
• Excellent verbal and written communication skills.
• Attention to detail.
• Ability to handle multiple tasks simultaneously in a team environment.
• Ability to multitask using analytical and problem-solving skills within a fast-paced environment with competing demands.
• Excellent verbal and written communication skills.
• Demonstrate flexibility regarding client and legal team requests.
• Achieve high level of productivity.
• Excellent customer service and interpersonal skills.

Work Environment & Physical Demands

• This job operates in a clerical, office setting. This role routinely uses standard office equipment including, but not limited to computers, telephones, printers, and copiers.
• Based on business needs, this position requires consistent in-office attendance as an essential function of the role.

Physical Requirements

Sedentary work: Exertion of physical strength to lift, carry, push, pull, or otherwise move objects up to 10 pounds. Work involves sitting most of the time. Walking and standing is often necessary in carrying out job duties.

Disclaimer

Fox Rothschild LLP is under no obligation to provide sponsorship for this position. Applicants must be currently authorized to work in the United States on a full-time basis now and in the future.

The above is intended to describe the general content of and requirements for the performance of this job. It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions, responsibilities, or requirements the employee may be required to perform, and the employee may be required to perform additional duties. Additionally, management reserves the right to review and revise the job description at any time. Employment with the firm is at-will. Employees must be able to satisfactorily perform all the essential functions of the position with or without reasonable accommodation. If an accommodation request would cause an undue hardship or a safety concern, the individual may not be eligible for the position.

Fox Rothschild LLP is an equal opportunity employer. We consider all qualified applicants without regard to race, religion, color, sex, national origin, age, sexual orientation, gender identity or gender expression, breastfeeding, lactation, disability, or veteran status, or any other characteristic protected in accordance with applicable federal, state, and local jurisdictions. Applicants who need any assistance applying for a position are encouraged to contact the Human Resources Department, [e-mail].