Trusts & Estates Practice Assistant

Irvine, CA

Summary

Our client seeks an experienced practice assistant who specializes in trusts and estates administration to sit in its Orange County office. The practice assistant is responsible for administrative support for assigned attorneys.  Duties include creating and editing documents, filing, completing client/matter intake forms, finalizing bills, submitting expenses, entering time, answering incoming calls, coordinating meetings, managing attorney contacts, and maintaining calendars.

Responsibilities

• Create and edit complex documents from multiple sources, including correspondence, memos, spreadsheets, and presentations. Proofread and redline work for spelling, grammar, and layout, making appropriate changes.  Responsible for accuracy and timeliness of final work product. 
• Review bills for accuracy and prepare transmittal letters to clients.
• Establish, update and maintain client and internal files, including saving and organizing documents in the firm’s document management system. Retrieve information from files when needed.
• Open and review incoming mail. Notify legal personnel of deadline-sensitive correspondence. Draft written responses when necessary, or reply by phone or email as needed. 
• Reconcile and submit attorney expenses.
• Proactively manage attorney calendars, schedule in-person and virtual meetings, and coordinate conferences, meetings, and appointments.  Coordination may include restaurant research and booking, ordering of marketing resources, facilitating hospitality and technology needs, travel arrangements, etc.
• Manage incoming and outgoing electronic communications (including telephone, email, and fax), take accurate messages, route appropriately and respond to all inquiries.
• Maintain attorneys’ contacts, including adding contacts to the firm’s CRM system and appropriate mailing lists and working with attorneys to keep contact information updated. 
• Process client matter intake forms.
• Assist with the preparation of probate administration paperwork, including administration accounts, court petitions, orders, deeds, certifications, etc. and assist with coordinating post-death non-probate administration.
• Coordinate probate court filings and recordings, familiarity with local rules and probate court.
• Assist with the preparation of Gift Tax, Estate Tax, and Fiduciary income tax returns.
• Communicate with clients and professional advisors relating to routine acts of estate administration.

Qualifications

• High School Diploma or GED.
• A minimum of 7 years of legal administrative assistant experience with a focus in estate and trust.
• Experience with document management, time and billing, client matter intake, and e-filing systems preferred.
• Experience in State Probate administration and knowledge of estate planning documents and concepts.
• Experience in local probate administration.
• Advanced skills in Microsoft Office, including Word, Outlook, Excel, and PowerPoint 
• Typing skills of 60+ wpm.
• Excellent communication, written and verbal skills, positive attitude, dependability, flexibility, good judgment, initiative and professionalism.
• Strong client service skills
• The ability to meet deadlines, handle a high volume of work timely and accurately and display strong organizational skills.

Compensation

$85,000 – $95,000. Compensation depends on experience and qualifications.