Trust & Estates Legal Secretary

New York, NY    

Summary

The Trust & Estates Legal Secretary provides administrative and legal support to attorneys in the Trusts and Estates practice group. This role assists with the preparation of estate planning documents, probate filings, client correspondence, and general case management while ensuring accuracy, confidentiality, and adherence to firm procedures and deadlines.

Responsibilities

• Draft, revise, and format estate planning documents including wills, trusts, powers of attorney, healthcare directives, and related items.
• Prepare probate and estate administration documents for court filings.
• Proofread legal documents for accuracy, completeness, and proper formatting.
• Assemble estate planning binders and client document packages.
• Schedule client meetings, attorney calls, and document execution appointments.
• Maintain attorney calendars and manage deadlines related to estate planning and probate matters.
• Coordinate document signing, notarization, and witness arrangements.
• Format and edit documents and correspondence, engagement letters and opening new client matters.
• Manage, assess and provide initial editing of invoice pro formas and coordinate with billing department on finalizing invoices. Communicate directly with clients regarding billing inquiries.
• Enter attorneys’ time and submit expense
• Provide back-up secretarial assistance as needed and general support for ad hoc projects.
• Must be able to handle multiple tasks in a very fast-paced environment.
• Perform other work duties as assigned.

Qualifications

• Background in managing high volume of invoices and billing inquiries.
• Possess strong computer skills: MS Office Suite, specifically in Microsoft Excel and Microsoft Word, iManage, 3E, Chrome River, Kofax and Laurel AI.
• Must possess strong interpersonal skills with a proactive approach and sympathetic attitude in dealing with confidential matters.
• High School Diploma or GED equivalent
• 5+ years as an Executive Assistant or Legal Secretary in a law firm or professional services environment.
• Proficiency in Microsoft Office Suite and legal document management systems.
• Excellent proofreading, organizational, and time management skills.
• Ability to maintain strict confidentiality and exercise sound judgment.
• Strong communication and client service skills.

This is a hybrid role with the expectation of 3 days in the office. 

The description above is intended to reflect general duties and responsibilities and is not to be interpreted as all encompassing. Nothing in this job description restricts the firm’s right to assign or reassign duties and responsibilities to this job at any time. 

The firm is an Equal Opportunity Employer. It is their policy to recruit, hire, train, and promote employees without regard to race, color, disability, religion, age, marital status, veteran status, gender, national origin, sexual orientation, genetic information, medical condition or disability, or any other protected status under federal, state, or local law. 

Compensation: $85,000.00-$95,000.00, plus overtime and bonus. 

The salary offered to a successful candidate will be dependent on several factors that may include but are not limited to years of experience within the job, years of experience within the required industry, education, etc. 

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