Legal Assistant - Asset Protection

About Us:

At Aspire Legal Solutions PL, we are a dynamic and rapidly growing asset protection law firm based in Orlando, Florida, that provides comprehensive legal services in estate planning, land trust, real estate, and business/corporate matters to our valued clients. Our commitment to excellence, collaboration, creativity, accuracy, honesty, and humility drives our actions. We operate under the Entrepreneurial Operating System (EOS), guiding our focus, discipline, and commitment to achieving our vision.

We value collaboration, creativity, accuracy, honesty and humility, and we foster a team-oriented, pet-friendly work environment where our employees thrive.

Job Description:

We are seeking a Legal Assistant to support our attorneys and paralegal team across estate planning, land trust, and corporate matters that together make up our asset protection practice. The Legal Assistant prepares documents from firm templates under attorney and paralegal direction, manages the workflow details that keep matters moving, and serves as a friendly first point of contact for clients on the phone and in the office.

This role is ideal for someone who is a self-starter and intellectually curious, energized by learning the substance of the work and not just the steps. Reliability, discretion, and a service mindset are essential.

Key Responsibilities:

Estate Planning Support

• Draft estate planning documents from firm templates, including wills, revocable and irrevocable trusts, powers of attorney, advance directives, deeds, and related instruments, under attorney and paralegal direction.
• Assemble signing packets, prepare execution instructions, and coordinate notarization and witness logistics.
• Maintain organized digital and physical estate planning files, ensuring versions, signatures, and supporting documents are complete and accurate.
• Track matter status, deadlines, and follow-up items in the firm's practice management system.

Land Trust Support

• Prepare land trust agreements, deeds, amendments, assignments of beneficial interest, and termination documents from templates with attorney and paralegal direction.
• Serve as a coordination point between Aspire Legal Solutions and MyLandTrustee.com (TRSTE, LLC / Land Trust Service Corporation) to move trustee acceptances, signatures, and recordings through to completion.
• Record documents with the appropriate county Official Records and maintain accurate trust files and trustee records.

Corporate & Business Entity Support

• Prepare entity formation documents, operating agreements, bylaws, organizational resolutions, and member or shareholder consents from firm templates.
• File articles of organization or incorporation, annual reports, and other filings with the Florida Division of Corporations (Sunbiz) and equivalent agencies in other states when needed.
• Maintain corporate minute books, registered agent records, and entity status calendars; flag upcoming filing deadlines proactively.
• Assist with EIN applications, beneficial ownership reporting compliance, and routine corporate housekeeping items.

Client Coordination & Communication

• Answer incoming calls, greet clients, and serve as a warm, professional first point of contact for the firm.
• Conduct intake calls and gather information needed to open new matters and route them to the appropriate attorney or paralegal.
• Schedule consultations, signings, and follow-up appointments, and manage client communications regarding status and next steps.
• Coordinate with title companies, lenders, county recording offices, and outside professionals as directed.

Legal & Administrative Support

• Draft correspondence, transmittal letters, and routine client communications under attorney supervision.
• Organize and maintain accurate digital and paper records, including conflict checks, engagement letters, and matter files.
• Provide general administrative support to attorneys and the paralegal team, including calendar management, file preparation, and supply coordination for client meetings.
• Take initiative to learn the substance behind the work, ask thoughtful questions, and grow into expanded responsibilities over time.

Qualifications:

• Minimum 2 years of legal assistant, law firm administrative, or comparable paraprofessional experience (required).
• Exposure to estate planning, real estate, land trust, or corporate practice areas (strongly preferred).
• High school diploma required; associate's degree, paralegal certificate, or relevant coursework preferred.
• Proficiency in Microsoft Office Suite; experience with Clio, WealthCounsel, or similar legal practice management and document assembly software preferred.
• Strong written and verbal communication skills and a professional, client-ready phone presence.
• Strong organizational skills and ability to manage multiple deadlines across attorneys and matter types.
• Ability to handle highly confidential client information with discretion and sound judgment.
• A self-starter with intellectual curiosity, comfortable asking good questions, learning new substantive areas, and taking ownership of work product.

Work Environment & Additional Requirements:

• Must be comfortable working in a pet-friendly office (dogs are welcome!).
• This position is on-site at 1901 W Colonial Drive in Orlando (32804), with no potential for hybrid flexibility.
• This is a non-exempt position; hours are tracked and overtime is paid in accordance with applicable law.

✅ Health Benefits: Medical, Dental & Vision Insurance ✅ Retirement Plan: 401(k); 3% match, upon eligibility ✅ Life Insurance: Basic, Voluntary & AD&D Coverage ✅ Paid Time Off & Public Holidays ✅ Short-Term & Long-Term Disability Coverage ✅ Training & Professional Development Opportunities ✅ Supportive & Collaborative Work Environment ✅ Free Snacks & Beverages ✅ Pet-Friendly Office (Dogs Allowed!)