Trust and Estates Legal Assistant

$95,000 - $115,000/Yr

Ray Thomas - Boston, MA

Full-time - Entry Level

Remote - Boston, MA

Animal Production and Aquaculture

About the position

The position is for a Legal Administrative Assistant supporting attorneys in a Private Client Department focused on Trusts & Estates. This non-exempt role offers flexibility, including the option to work remotely one to two days per week. The Assistant will be a key support figure for the attorneys, helping manage their practices and assisting with client service. The ideal candidate is proactive, maintains confidentiality, and works well both independently and as part of a team. In this role, you will provide comprehensive administrative support to attorneys in the Private Client Department. You will act as the primary point of contact for managing the flow of information, helping prioritize and address requests from clients and internal teams. Your responsibilities will include organizing and monitoring attorney calendars, including time-keeping and scheduling, as well as drafting, formatting, proofreading, and editing legal documents, presentations, and spreadsheets. Additionally, you will oversee time entry and the preparation of client bills, ensuring timely submission and delivery. You will coordinate logistics for meetings, events, and signings, including travel arrangements for out-of-town meetings and conferences. Managing expense reconciliation, submitting invoices, and coordinating reimbursements will also be part of your duties. You will track business development activities and ensure follow-up actions are scheduled, while developing and maintaining positive working relationships with firm members and external vendors. Furthermore, you will handle the transmission and retrieval of correspondence and legal documentation, arrange for services like process serving, hand-deliveries, and conference calls, and relay communications and work assignments between partners, associates, paralegals, and other firm personnel.

Responsibilities

• Provide comprehensive administrative support to attorneys in the Private Client Department.
• Act as the primary point of contact for managing the flow of information, helping prioritize and address requests from clients and internal teams.
• Organize and monitor attorney calendars, including time-keeping and scheduling.
• Draft, format, proofread, and edit legal documents, presentations, and spreadsheets.
• Oversee time entry and the preparation of client bills, ensuring timely submission and delivery.
• Coordinate logistics for meetings, events, and signings, including travel arrangements for out-of-town meetings and conferences.
• Manage expense reconciliation, submit invoices, and coordinate reimbursements.
• Track business development activities and ensure follow-up actions are scheduled.
• Develop and maintain positive working relationships with firm members and external vendors.
• Handle the transmission and retrieval of correspondence and legal documentation.
• Arrange for services like process serving, hand-deliveries, and conference calls.
• Relay communications and work assignments between partners, associates, paralegals, and other firm personnel.

Requirements

• Bachelor's degree preferred, but not required.
• Minimum of 4+ years of experience in an administrative, legal, or executive assistant role; experience in Private Client or Trust and Estates work is preferred.
• Expertise in Microsoft Word, Outlook, PowerPoint, and Excel, along with a comprehensive understanding of PDF software.
• Strong client service skills, with an ability to manage both internal and external client needs.
• Excellent attention to detail, organizational skills, and the ability to maintain accurate records.
• High level of professionalism, flexibility, and initiative, with the ability to manage multiple responsibilities efficiently.
• Exceptional written and verbal communication skills.
• Proactive approach to problem-solving, with the ability to anticipate needs and tasks.
• Ability to maintain strict confidentiality of client and firm matters.
• Willingness to work occasional overtime as needed.

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance