Legal Administrative Assistant - Trusts and Estates

Dentons Bingham Greenebaum LLP is recruiting for a Trusts and Estate Planning Legal Administrative Assistant in our Louisville office. A Legal Administrative Assistant supports the delivery of quality legal services to clients by providing administrative and specialized secretarial assistance to attorneys and/or paralegals and working collaboratively and cooperatively with others in a team-oriented environment. This position supports a set of attorneys and/or paralegals as a primary assignment and also provides back-up secretarial assistance to other attorneys as assigned. The responsibilities of this position require decision-making skills and independent judgment. Candidates should be detail-oriented and able to work with multiple attorneys and clients, have excellent writing and verbal skills, strong analytical and organization skills, as well as the ability to work independently, multi-task, and meet many various deadlines.

KNOWLEDGE, SKILLS AND ABILITIES:

• Use of computer and document management software to prepare and process correspondence and memoranda as well as complex legal documents (including Trusts and estate planning documents and forms).
• Proofread documents and check for appropriate formatting, spelling and grammar with a high degree of accuracy.
• Revise and redline documents as directed. This function requires: considerable knowledge of legal terminology and accurate typing at a net speed of 70 words per minute; the ability to transcribe from (Big Hand) handwritten drafts or verbal instructions; and a continual attention to detail.
• Review and route incoming mail and fax communications. Prepare and process outgoing mail and faxes, arrange for specialized mail or messenger services as required. Ensure that all attachments, exhibits and enclosures are included.
• Receive and screen telephone calls courteously, professionally and in a clear, concise and well-organized manner and take messages as required.
• Receive and direct clients and visitors. A professional appearance and client confidentiality must be maintained at the highest quality service must be provided.
• Maintain and update calendar and deadline reminder systems for assigned attorneys, including meetings, appointments, due dates, and client-related activities.
• Open new files and maintain all client and general files; perform routine filing and retrieve files as needed; maintain chronological and administrative files for assigned attorneys. Conduct periodic review for possible storage of older files and prepare files to be closed. Strong organizational skills must be demonstrated and all assigned files kept current and up-to-date. This function may entail standing, reaching, pulling, bending and the ability to lift and move items weighing up to 15 pounds.
• Enter and proof daily time entries and submit in a timely manner. Prepare expense reimbursement and disbursement requests. This may pertain to attorney(s) and employee.
• Accurately record hours worked on a daily basis using an electronic timesheet and to timely submit an electronic timesheet to Human Resources on a weekly basis. Obtain written approval from attorney/paralegal for all overtime worked.
• Demonstrate effective teamwork and provide assistance to other legal administrative assistants as time permits. Perform other related secretarial and administrative duties as assigned and work cooperatively with other departments and individuals in the firm.
• High level of interpersonal skills to handle sensitive and confidential situations; to communicate and follow instructions effectively from a diverse group of clients, attorneys and staff. Position continually requires demonstrated poise, tact and diplomacy when dealing with clients, attorneys and co-workers.
• Strong time management skills, ability to identify work that needs to be completed and take prompt action without direct instruction.
• Consistent attendance and punctuality.
• Attend technology training offered by the firm and adhere to all department and firm policies and procedures.
• Ensure partners and other attorneys are prepared for all meetings to include organizing appropriate staff work such as read-ahead materials, talking points and other relevant materials.
• Prioritize requests and ensure deadlines are met.
• Respond to inquiries, oversee incoming communications and, when appropriate, take action on the partners’ and other attorneys’ behalf.

QUALIFICATIONS:

• Experience in Trusts and Estate Planning law is preferred.
• Undergrad degree or Paralegal Certificate is a plus.
• Proficient in Microsoft Office, especially Word and Outlook.
• Proficient in scanning or converting documents into PDF format.
• General knowledge of computers and how to navigate computer desktop.
• Basic knowledge of Excel and PowerPoint.
• Ability to learn and become proficient in various software programs including, but not limited to, iManage DM, Intapp and UPS CampusShip.
• Ability to prioritize duties when faced with interruptions, distractions, and fluctuating workload.
• Ability to adapt to changes in the work environment, manage competing demands and deal with frequent change, delays or unexpected events.

Working Conditions:

We are seeking a talented individual who is located in Louisville, Kentucky, and who can thrive in both an in-office and a remote working environment.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.

Dentons Bingham Greenebaum LLP offers a competitive salary and benefits package.

Dentons Bingham Greenebaum LLP is an Equal Opportunity Employer of Individuals with Disabilities and Protected Veterans. Dentons Bingham Greenebaum LLP is an Affirmative Action Employer. Pursuant to local ordinances, we will consider for employment qualified applicants with arrest and conviction records.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Bachelor's (Preferred)

Experience:

• Wills, trusts, & estate law: 5 years (Required)
• Law office: 10 years (Preferred)
• Microsoft Office: 10 years (Required)

Ability to Commute:

• Louisville, KY 40202 (Required)

Work Location: Hybrid remote in Louisville, KY 40202