Administrative Assistant / Legal Assistant

The Legal Assistant will provide full-time administrative and client support to our Asheville estate planning and administration office. Specific examples of typical duties include:

·       Professional and friendly interaction with clients and internally via phone, email, and in person

·       Open, maintain, and close client files (electronic and hard files); create and maintain contacts and matters in the practice management system

·       Assist with clients as needed, including serving as witness and/or notary to document execution, scanning and processing client documents, preparing correspondence and filings, etc.

·       Gather information and documents from clients, prepare client files for meetings, and process files, notes, and executed documents after client meetings

·       Support the estate administration funding process, including assisting clients with transferring assets (bank accounts, real property, etc.) into their trusts, tracking funding status, and following up with clients and financial institutions as needed

·       Assist with EstateCare clients, including preparing for annual renewals and annual review meetings, and processing executed documents and files after review meetings

·       Schedule meetings and appointments, and serve as backup scheduling support for the office

·       Document tasks and client interactions in the practice management and billing systems on a daily basis

·       Provide backup administrative support for the office as needed

·       Assist attorneys with ad hoc tasks and special projects as assigned

·       Be dependable; maintain strict confidentiality; be punctual and meet deadlines

·       Work as a team with a high level of communication and interdependence with other staff members, but also take ownership of workflow and assigned projects and work independently to accomplish tasks in an efficient manner

Requirements

Education & Experience Qualifications and Preferences

·       High school diploma or equivalent required; no bachelor’s degree required

·       2+ years’ experience in an office/administrative support role preferred (e.g., professional office, medical office, banking, or similar setting); prior law firm experience is not required

·       Must be certified or be eligible to obtain a North Carolina Notary Commission

Preferred Skills

·       Positive attitude and proactive personality with excellent interpersonal skills, including a desire to interact and maintain professionalism with clients, attorneys, staff, and other professionals

·       Strong communication skills, including written and verbal, with impeccable spelling and grammar

·       Friendly and professional telephone presence

·       Highly organized and detail-oriented, with the ability to multi-task, prioritize tasks, handle multiple projects simultaneously, and adapt quickly in a fast-paced environment

·       Tech-savvy and comfortable learning new software and technology, including scheduling tools and data entry systems; proficiency with Microsoft Word, Excel, PowerPoint, and Outlook; ability to learn and operate the firm’s other software applications (e.g., Clio, NetDocuments) within a reasonable period

·       Ability to work, problem solve, and find solutions independently and as part of a collaborative team

·       Ability to follow established processes/systems, but also identify inefficiencies and suggest improvements

·       Ability to sit and work on computer-based programs for up to the majority (80-90%) of the workday

Additional Notes

As part of the support team, this position will have regular interaction with firm attorneys and other staff. From time to time, your job responsibilities may change, and you may be asked to assist on firm-wide projects. This job description does not contain a comprehensive list of activities, duties or responsibilities that are required, which may also change as the firm’s needs change.

Benefits

Medical Insurance: Available starting the month after your first day. The Firm offers three plan options with 100% fully paid employee-only coverage for the middle plan. Coverage for spouses/dependents is available at additional employee cost.

Dental & Vision Insurance: Available starting the month after your first day at employee cost.

Life, AD&D, Short-Term Disability, & Long-Term Disability: Firm-paid base coverage. Voluntary/supplemental life coverage for you and spouses/dependents is available at additional employee cost.

401(k) Plan: Eligible after 3 months. The firm currently matches up to 5% of your own contributions on a tiered schedule. You may contribute pre-tax or Roth contributions toward retirement.

Paid Time Off: You will receive 16 vacation/paid personal days to start, with additional paid time off increasing with tenure.

Paid Holidays: The firm observes 10 paid holidays.

Education & Training: The firm may cover part or all of the cost of job-related courses, seminars, or training, subject to advance approval.