Trust & Estates Legal Assistant

Boston Hire; Boston (MA); On-site; USD 55,000 - 70,000; Full time

Job summary

Boston Hire represents a prestigious law firm in Boston seeking a Legal Assistant to provide high-level administrative support to Trust & Estates attorneys.

Ideal candidates will maintain strict confidentiality, work independently and collaboratively, and manage tasks from calendaring to client communications with accuracy and professionalism.

Qualifications

• BA/BS degree preferred, but not required.
• 5+ years of administrative/EA experience.
• Excellent MS Office and PDF skills.

Responsibilities

• Serve as right-hand to attorneys in Private Client/Trust & Estates practice.
• Manage calendars and time-keeping.
• Draft, format, proofread legal documents and presentations.
• Assist with client billing and time entry.
• Coordinate meetings, travel, and reimbursements.
• Relay communications among partners and staff.

Skills

Client service

Confidentiality

Time management

Attention to detail

Professional communication

Education

BA/BS degree preferred

Tools

Microsoft Word (styles)

Microsoft Outlook

PowerPoint

Excel

PDF (Kofax, Adobe)

Job description

Our client, an established law firm in Boston, is hiring a Legal Assistant to provide high-level administrative support and ultimately serve as the right hand to their Trust & Estates attorneys. This role would be ideal for a resourceful self-starter who is interested in a challenge; who can maintain strict confidence; and who is adept at working both independently and collaboratively.

RESPONSIBILITIES:

• Serve as the right-hand to the attorneys in the administration of their Private Client/Trust & Estates practices and the service of their clients; develop and maintain a deep understanding the practices and clients.
• Manage flow of information to help organize, prioritize, and address requests from both internal and external clients through to completion.
• Take initiative to proactively assist attorneys with their practices and with administrative tasks, including calendaring, conflict checks, and communications.
• Monitor and manage attorneys’ calendars and diaries for time-keeping purposes.
• Draft, format, proofread, and edit legal documents, power point presentations, and excel spreadsheets; ensure accuracy of details.
• Assist with time entry and preparation of client bills, ensuring time is submitted timely and bills are sent to clients.
• Arrange and coordinate logistics and services for meetings, events, signings, etc.
• Handle travel arrangements for out-of-town meetings and conferences
• Coordinate reimbursements, efficiently reconcile expenses and submit invoices.
• Track business development activities, including calendaring of follow-up actions.
• Develop positive and productive relationships with members of the firm and its vendors, allowing for the effective use of internal services to efficiently perform work.
• Transmit all correspondence and other legal documentation to the appropriate client/matter files and title files and the retrieval of the same.
• Arrange for service of process, hand-deliveries, and conference calls.
• Relay/interpret communications and/or work assignments between partners, associates, paralegals and other firm personnel.

QUALIFICATIONS:

• BA/BS degree preferred, but not required.
• 5+ years of prior administrative, legal and/or executive assistant experience required. Private Client or Trust and Estates experience preferred.
• Expertise in Microsoft Word (styles), Microsoft Outlook, PowerPoint, and Excel. Comprehensive understanding of PDF (Kofax, Adobe) functions.
• Willingness to develop a deep understanding the Private Client practice and clients.
• Top-notch client service skills – for both internal and external clients.
• Excellent attention to detail and organizational skills with the ability to timely and accurately follow instructions and maintain accurate records.
• A high level of professionalism, organization, flexibility, thoughtfulness, initiative, and reliability to appropriately set priorities, and manage multiple responsibilities efficiently and effectively.
• Exceptional written and verbal communication skills.
• A consistent “can do” approach, and the ability to remain cool and professional under pressure.
• Ability to maintain strict confidentiality of client and Firm matters.
• Creative problem-solving skills and the ability to anticipate the next question or task.
• Demonstrates the ability to communicate effectively with all levels of personnel within the Firm.
• Ability to adjust work schedule to accommodate occasional overtime work.