Summary of Essential Responsibilities and Qualifications
The role involves providing comprehensive administrative and legal support to the Private Wealth practice area, including preparing and organizing legal documents such as wills, trusts, amendments, and codicils. Additional responsibilities include creating certified trust excerpts, preparing execution and post-execution documents, and handling correspondence, memoranda, and other legal documents. Duties also involve proofreading for accuracy and completeness, submitting court filings, and managing deadlines using scheduling tools.
The position requires maintaining attorney calendars, scheduling meetings, and communicating details with relevant parties. Handling client interactions, including greeting visitors, answering calls, and addressing inquiries, is critical. Responsibilities extend to opening new client matters, managing files, conducting conflict checks, and ensuring the proper organization and storage of active and inactive files. Other tasks include processing mail, managing attorney time entries, preparing expense reports, and assisting with client billing, including proofreading and submitting invoices.
Key Qualifications and Core Competencies
At least five years of legal secretarial experience, preferably in Private Wealth or Trusts and Estates.
Proficiency in MS Word for preparing complex, heavily formatted documents; familiarity with iManage, Outlook, Excel, Adobe Acrobat Pro, and similar tools is preferred.
Exceptional organizational skills, including record-keeping, data analysis, and reporting.
Strong interpersonal, verbal, and written communication skills, with the ability to handle confidential matters and interact professionally with attorneys, clients, and staff.
Excellent grammar, proofreading, and formatting skills for document preparation.
Ability to manage multiple priorities, adapt to changes, and meet tight deadlines in a detail-oriented, fast-paced environment.
Experience with scheduling, making travel arrangements, and preparing related itineraries.
Knowledge of legal procedures and document preparation requirements for state court filings.
Ability to troubleshoot, resolve problems, and follow through on tasks from inception to completion.
Comfortable using standard office equipment and performing basic mathematical calculations for billing and expense reporting.
The role demands a dependable, proactive team player with strong initiative and the ability to work independently when necessary. Flexibility to work beyond standard hours may occasionally be required to meet the demands of the position.
Ascendo is a certified minority owned staffing firm, we welcome and celebrate diversity. Ascendo is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex including pregnancy and gender identity, national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, retaliation, parental status, military service or any non-merit factor.