Legal Assistant - Estate Planning

Job Description

Job Description

Our law firm, located in Oakland County, seeks a dynamic and professional estate planning legal assistant to join our team. Responsibilities include preparing correspondence, legal documents, and court filings; maintaining calendars and case files; scheduling meetings; and submitting accurate timekeeping data. The position also involves creating reports, assisting with data tracking and analysis to identify trends, and proactively anticipating the needs of the attorneys and practice group. All work is performed in accordance with established firm procedures and with a commitment to exceptional client service.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Exercises judgment to prioritize daily work subject to the needs of the attorneys, ensuring high-priority items are completed accurately and on time.

2. Provides administrative and legal support to attorneys and paralegals, including preparation, proofreading, revision, and transcription of correspondence, memoranda, legal documents, charts, forms, and reports.

3. Manages electronic and non-electronic filings with state and federal courts and various tribunals.

4. Processes conflict clearance and new business intake through the conflict system, including conflict checks, new matter requests, and drafting engagement letters.

5. Maintains and coordinates attorney calendars, schedules meetings, assembles materials, and makes travel arrangements and itineraries.

6. Establishes, maintains, and organizes client, attorney, and section files (electronic and hard copy), ensuring proper order, confidentiality, and timely closing; coordinates with Records Department or support staff as needed.

7. Gathers and organizes materials from internal files, databases, internet sources, and court filings, saving them to the firm’s document management system.

8. Reviews and routes incoming mail, prepares outgoing mail, ensures attachments/exhibits are included, and coordinates with Office Services as needed.

9. Answers and screens telephone calls, exercising judgment regarding when to contact attorneys or others for urgent matters.

10. Provides support to timekeepers with billing and e-billing, maintains billing numbers for assigned timekeepers, and is responsible for entering and releasing their own billable time, as well as submitting invoices and expense reports.

11. Attends client meetings to witness and notarize documents, assists other administrative assistants with workload overflow, and provides coverage for other workgroups as needed.

12. Assists attorneys by entering, analyzing, and charting data, preparing reports, reviewing financial information and calculations, tracking case statuses, and maintaining accurate, confidential records.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

1. High school diploma or GED required; post-high school education or legal training preferred.

2. Minimum of 3–5 years of experience providing comprehensive administrative and legal support within a probate litigation practice, and experience with trust and estate administration, including preparing legal documents, court filings, managing client matters, and supporting attorneys in day-to-day operations.

3. Proficiency in Microsoft Office Suite, including Word (styles and tables), Excel, PowerPoint, and Outlook; familiarity with legal and business management systems such as NetDocuments, InTapp, FileTrail, Chrome River, Adobe, or Visio is helpful. Ability to use redlining tools.

4. Proficient in state and federal court electronic filing procedures, including MiFile (MI) and PACER; knowledge of court rules regarding discovery, motion practice, and general procedures is helpful.

5. Excellent written and verbal communication skills, including grammar, spelling, proofreading, and professional email correspondence.

6. Strong organizational, time-management, and multitasking skills, with acute attention to detail and the ability to manage multiple assignments or large amounts of data independently.

7. Ability to exercise independent judgment in prioritizing assignments and ensuring high-priority tasks are completed in a timely manner.

8. Self-motivated, resourceful, and professional; able to work independently and as part of a team, and effectively collaborate with individuals at all levels of the firm and externally.

9. Customer-service oriented with a positive attitude and ability to deliver superior professional services to internal and external clients.

10. Ability to maintain a high degree of discretion and confidentiality regarding client information, documents, and conversations.

11. Flexible and available to work overtime when required.

12. Typing speed of 55 WPM or greater.

The firm has multiple offices in the US employing the best technology, processes and people, for the express purpose of providing excellent service and results for clients. We would love to consider how we can work together!

Company Description

The firm has multiple offices in the US employing the best technology, processes and people, for the express purpose of providing excellent service and results for clients. We would love to consider how we can work together!