Estate Planning Legal Assistant

POSITION SUMMARY

The Legal Assistant provides legal and administrative support to the attorney handling estate planning, probate, landlord-tenant matters, business matters, and other services within the practice area.

This position is responsible for preparing and organizing legal documents, maintaining accurate client and matter files, monitoring deadlines, coordinating filings, and communicating with clients throughout the legal process. The ideal candidate is highly organized, detail-oriented, responsive, and comfortable managing multiple matters while providing a high level of professional service to clients.

KEY PERFORMANCE INDICATORS

1. Document & Filing Accuracy
   Consistently prepare accurate legal documents, court filings, client information, and matter records while minimizing errors, rejected filings, and unnecessary rework.
2. Deadline & Matter Management
   Effectively track deadlines, case activity, and outstanding tasks to ensure matters are organized, timely, and progressing appropriately.
3. Client Service & Follow-Through
   Provide professional, responsive communication with clients and consistently follow through on outstanding documents, signatures, appointments, and other items needed to move matters forward.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Document Preparation & Case Management

• Prepare, format, proofread, and organize legal documents, correspondence, and supporting materials under the attorney’s direction.
• Assist with the preparation of wills, trusts, powers of attorney, probate pleadings, eviction notices, court filings, and other legal documents.
• Open, organize, maintain, and close client and matter files in accordance with departmental procedures.
• Track case activity, deadlines, outstanding documentation, and next steps to help ensure matters progress in a timely manner.
• Obtain necessary records, supporting documentation, and other information related to client matters.
• Assist the attorney with document execution, signing appointments, and preparation of final client documents.

Client Communication & Coordination

• Communicate professionally with clients by telephone, email, and other approved methods regarding scheduling, documentation, and routine case-status matters.
• Gather information and documentation needed for the attorney to evaluate and complete client matters.
• Follow up with clients regarding missing documents, signatures, forms, payments, or other outstanding items.
• Schedule client appointments, hearings, consultations, document signings, and other meetings.
• Maintain appropriate communication with clients while recognizing that legal advice and substantive legal determinations must be provided by the attorney.
• Provide a professional and responsive client experience throughout the life of a matter.

Court Filing & Administrative Support

• Prepare and submit electronic and paper court filings as required.
• Monitor filing confirmations, rejections, notices, and other court communications and promptly communicate relevant information to the attorney.
• Coordinate service of process and other case-related administrative activities.
• Request and obtain court records, recorded documents, and other public or case-related records as needed.
• Maintain the attorney’s and departmental calendars and monitor hearings, appointments, filing deadlines, and other important dates.
• Assist with recording and electronic submission of real estate or other documents when applicable.
• Maintain accurate electronic and physical files in accordance with firm policies and record-retention requirements.
• Provide general administrative and legal support to the attorney and the FABS department as needed.

EDUCATION AND EXPERIENCE

Required

• High school diploma or equivalent.
• Strong written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple assignments, priorities, and deadlines.
• Proficiency with Microsoft Word and general computer applications.
• Ability to maintain confidentiality and appropriately handle sensitive client and legal information.

Preferred

• Previous experience working in a law firm, legal department, title company, court system, or other professional-services environment.
• Experience supporting estate planning, probate, landlord-tenant, real estate, or business-related legal matters.
• Experience with Microsoft Excel.
• Experience with one or more of the following systems:
• eFlex or other electronic court-filing systems
• Simplifile
• WealthCounsel
• Legal case-management or document-management software

KNOWLEDGE, SKILLS, AND ABILITIES

• Excellent attention to detail and accuracy.
• Ability to proofread documents and identify missing or inconsistent information.
• Strong time-management and follow-through skills.
• Ability to prioritize work when managing multiple active matters and deadlines.
• Professional and courteous communication skills when working with clients, the attorney, courts, vendors, and other third parties.
• Ability to learn legal terminology, procedures, software, and departmental processes.
• Ability to work independently while also functioning effectively as part of a collaborative team.
• Sound judgment regarding confidential and sensitive information.
• Ability to adapt to changing priorities and department needs.
• Commitment to providing responsive and professional client service.

PHYSICAL AND WORK REQUIREMENTS

The physical demands described below represent those that an employee may be required to perform to successfully complete the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

The position generally requires prolonged periods of sitting and working at a computer; frequent use of a keyboard, telephone, and other office equipment; verbal and written communication; and occasional movement of files or office materials.

OTHER DUTIES

This job description is intended to describe the general nature and level of work performed in this position and is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Responsibilities may be modified or additional duties assigned based on business needs.

Wilson & Associates is an equal opportunity employer and considers qualified applicants and employees without regard to any status protected by applicable federal, state, or local law.

Employment will be contingent upon successful completion of background and drug screening.

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