Trusts and Estates Legal Assistant

Position Summary

The Legal Assistant is responsible for managing, producing and processing administrative and client-specific information in a manner that ensures that Day Pitney successfully meets its business and client service objectives. Providing support to timekeepers and working as part of a virtual support team, the Legal Assistant is responsible for complex work that requires knowledge of trusts and estates practice, knowledge of procedures and filing requirements of the courts and government agencies, and knowledge of and adherence to compliance policies (e.g., conflicts of interest, privacy, deadline docketing). A successful Legal Assistant will perform administrative and client-specific work in a manner that supports Day Pitney's objective of distinguishing itself through exceptional service. The Legal Assistant serves as a "client relationship manager" and is responsible for integrating new clients into the firm's business structure, maintaining and managing critical client information, and coordinating and producing a high volume of client and administrative work.

Responsibilities

• Independently perform full range of administrative support
• Responsible for managing client communication, including answering phone calls and emails to effectively schedule appointments by understanding client needs and availability while coordinating with internal timekeepers to ensure efficient booking and calendar management, while providing excellent customer service.
• Schedule and arrange client document execution meetings including service as a witness and/or Notary Public, ensure appropriate attendee availability, prepare documents, and confirm original documents properly executed and documents are handled in accordance with department protocols
• Remind timekeepers of deadlines and anticipate their needs to allow them to focus on client/firm related matters
• Type, edit, format and proofread a variety of moderate to complex documents and assist with assembly of documents in preparation for electronic filing with courts and agencies.
• File management and organization (both digital and paper). Establish and maintain client, departmental and administrative files and workspaces using established protocols for online client records management and document naming conventions.
• Understand client billing, edit billing narratives according to firm time entry standards, and ability to run or obtain financial data and reports.
• Manage administrative aspects of client/matter intake: obtain/enter required information into the New Business Intake (NBI) system, draft, finalize, and send engagement letter to clients, communicate client billing standards and rates to appropriate individuals, and overall management of client files.
• Leverage firm tools and software to independently locate client or matter specific information. Basic Lexis and internet research, as needed.
• Work with other timekeepers and legal assistants when required to complete assignments and meet deadlines
• Work collaboratively with internal departments, as needed
• Delegate work to firm resources to effectively complete work assignments
  
  

Qualifications/Requirements

• Minimum two to four years of Trusts and Estates legal secretarial experience strongly preferred
• Experience in handling a wide range of administrative tasks
• Experience making travel arrangements
• Ability to support multiple timekeepers in a fast paced, changing environment
• Ability to effectively manage conflicting priorities
• Excellent verbal, written, organization, analytical and interpersonal skills
• Outstanding client service and decision-making skills
• Ability to produce accurate draft documents from a variety of rough sources that are handwritten or 'pieced' together or from oral instructions
• Familiarity with procedures of courts and regulatory agencies
• Ability to work independently, with minimum supervision while also contributing to a team
• Demonstrate a high degree of professionalism, confidentiality, discretion, and decorum
• Responsiveness to timekeeper/client needs and follow-up where appropriate
• Good understanding of basic business relationships and client confidentiality principles
• Proficient in the use of Microsoft Office (Word, Outlook, Excel and PowerPoint), InterAction, FileSite, InTapp, CMS, PDF scanning, HotDocs, Kofax PDF, Change-Pro, Metadact, Innova, Chrome River, Preview Biller, Internet searches, Rendezvous, Electronic Court Filing Systems, and ability to learn and use advanced software applications
• Become familiar with firm information resources
• Notary Public in state of residence