Legal Secretary - Estate Planning

Our Private Wealth Team has an excellent opportunity for a Trust and Estate Planning Legal Secretary in the Orange County office. This is a non-exempt, hybrid position that reports to the Office Administrator. The ideal candidate will possess excellent people, organizational, and planning skills, and the ability to adapt to fast-paced, ever-changing priorities. This role requires creativity and the ability to think innovatively and exercise independent judgement when necessary while handling sensitive and confidential information. The primary job responsibilities of this position encompass performing overall legal secretarial and general administrative tasks to support and help the attorneys with estate planning and trust administration work.

Responsibilities:

• Deliver excellent work and superior service to Firm clients, contributing to the Firm’s reputation for excellence providing highly efficient and effective support to multiple attorneys.
• Edit, proofread, prepare, and process legal documents or forms, including preparing redlines and tables of contents.
• Draft simple transmittal letters for attorney’s review.
• Coordinate signing of legal documents or forms with clients.
• Properly notarize documents for clients or other Firm personnel.
• File all necessary documents with courts or government agencies as needed.
• Review and route incoming correspondence, maintain electronic and physical client files in accordance with Firm protocols.
• Process new business intake forms.
• Enter, review, and edit attorney’s time entries in time capture system (InTapp) and on proformas.
• Maintain calendars and contact lists, reserve conference rooms.
• Make travel arrangements and process travel expenses for reimbursement.
• Process third-party vendor invoices for payment.
• Other duties as requested and assigned.

Requirements:

• Associate degree (AA) from a two-year college and a minimum of four (4) years of related experience. Prior experience working in a fast-paced, professional services environment is desirable.
• Three (3) years of  trust and estate planning experience is preferred.
• Demonstrated proficiency in Microsoft Office Suite including Word, Outlook, Excel, and PowerPoint. Proven aptitude to learn new software applications.
• Excellent written and verbal communication skills. Ability to communicate effectively with all levels of staff members and attorneys.
• Strong attention to detail, ability to balance multiple projects and have strong time management skills.
• Initiative and willingness to be a team player.
• Proficiency in grammar, proofreading, and transcription.
• Ability to read and interpret documents, such as operating instructions, procedure manuals, or legal documents.
• Current California notary commission.

The expected annual salary for this position ranges from $60,000 to $90,000. The salary offered will be determined by a variety of factors including but not limited to experience level, education/training, and relevant skills.

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