Trust & Estates Legal Executive Assistant

Boston Hire; Boston (MA); On-site; USD 70,000 - 90,000; Full time

Job summary

A legal services firm in Boston is seeking a Trust & Estates Executive Assistant to provide high-level administrative support to attorneys. The ideal candidate will have over 7 years of experience and expertise in Microsoft Word, Outlook, PowerPoint, and Excel. Responsibilities include managing attorneys' calendars, drafting legal documents, and providing client service. This role requires excellent organizational and communication skills, as well as the ability to handle multiple tasks efficiently and maintain strict confidentiality.

Qualifications

• 7+ years of prior administrative, legal and/or executive assistant experience required.
• Private Client or Trust and Estates experience preferred.
• Expertise in Microsoft Office applications.

Responsibilities

• Serve as the right-hand to the attorneys in administration.
• Manage flow of information and client requests.
• Take initiative with administrative tasks and scheduling.

Skills

Client service skills

Attention to detail

Organizational skills

Written and verbal communication

Problem-solving skills

Education

BA/BS degree preferred

Tools

Microsoft Word

Microsoft Outlook

PowerPoint

Excel

Kofax

Adobe PDF

Job description

Trust & Estates Executive Assistant provides high-level administrative support and serves as a right-hand to the attorneys in the management of the attorneys’ practices. 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 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.
• 7+ 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.

ESSENTIAL SKILLS

• 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.