Legal Administrative Assistant

ESSENTIAL DUTIES AND RESPONSIBILITIES

Estate Planning and Tax

• Assist attorneys and paralegals with the preparation, organization, assembly, and filing of estate planning, trust, probate, and tax-related legal documents.
• Prepare, assemble, copy, scan, bind, and distribute client tax returns, IRS filings, and other tax-related documents throughout the year, including annual tax filing deadlines.
• Prepare and process specialized filings and correspondence with the Internal Revenue Service (IRS) and other governmental agencies.
• Prepare, revise, proofread, compare, and finalize correspondence, memoranda, legal documents, forms, reports, and other materials related to estate planning and tax matters.

Corporate

• Prepare and maintain corporate records, including the creation of stock certificates and related corporate documentation.
• Process new client and matter intake, including preparing and submitting conflict checks, engagement letters, screening forms, and new matter requests using the firm's intake and case management systems.
• Assist with the preparation, organization, filing, and maintenance of corporate legal documents and records.
• Prepare and electronically file corporate documents with appropriate governmental agencies and regulatory entities.

Real Estate

• Provide day-to-day administrative support to attorneys and paralegals in the preparation, recording, filing, and transmittal of real estate legal documents, ensuring accuracy, completeness, and timely processing.
• Prepare and electronically file real estate documents with courts, recording offices, governmental agencies, and other entities as required.
• Coordinate and organize documents for real estate transactions, ensuring files are complete, accurate, and available for meetings, closings, and other transaction-related activities.
• Review and maintain real estate transaction files to ensure all required documents are properly organized, filed, and readily accessible.

Litigation

• Prepare, revise, proofread, and electronically file pleadings, motions, correspondence, and other litigation documents with courts and other entities.
• Coordinate litigation calendars, including hearings, depositions, court appearances, and related deadlines.
• Gather and organize documents and exhibits from firm records, document management systems, the Records Department, and other resources in preparation for hearings, depositions, meetings, and trials.
• Maintain litigation files, ensuring all pleadings, discovery materials, correspondence, and exhibits are complete, properly organized, and readily accessible.

Additional Responsibilities

• Exercise independent judgment in prioritizing daily work assignments to ensure high-priority tasks are completed accurately and within established deadlines.
• Maintain attorneys' calendars by scheduling appointments, meetings, hearings, closings, depositions, and other important dates; coordinate meeting materials, gather supporting documents, and provide reminders as needed.
• Coordinate domestic and international travel arrangements and prepare detailed itineraries.
• Review, prioritize, and process incoming and outgoing correspondence, including mail, courier deliveries, and specialized shipments, ensuring all required attachments, exhibits, and enclosures are included.
• Answer, screen, and direct telephone calls, responding independently to routine inquiries while exercising discretion in escalating urgent matters to attorneys or appropriate personnel.
• Enter, review, and maintain attorney time entries and billing information in accordance with firm policies and procedures.
• Prepare, process, and submit attorney expense reports in a timely manner.
• Establish, maintain, and organize electronic and physical client, attorney, and matter files using the firm's document management and case management systems, collaborating with the Records Department and other firm resources as needed.
• Collaborate with the Records Department, Office Services, and other firm personnel to ensure efficient workflow and document management.
• Assist other administrative assistants and support staff with overflow work and provide cross-functional support as needed.
• Perform other duties and special projects as assigned.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

1. High school diploma or GED required; one to two years of post-high school education preferred.
2. Three to five years of legal support experience, with strong litigation support skills, required. Experience supporting Estate Planning, Health Care and/or Corp