SourcePro Search is conducting a search for a Trust & Estates Assistant for a large global law firm to be based in their Los Angeles office. What You'll Do:
Responsible for providing administrative support and secretarial assistance to assigned attorneys/legal personnel pertaining to all aspects of trusts and estates. Assignment involves a level of document production, administrative functions, and client contact requiring excellent secretarial and technical skills. This position typically supports three or more attorneys or other legal personnel as a primary assignment and also provides back-up secretarial assistance to other attorneys/legal personnel as requested. Maintains professionalism and strict confidentiality in all client and Firm matters. Essential duties and responsibilities include, but may not be limited to, the following:
Generate, prepare, and organize documentation and forms requisite to the trusts and estates practice area, such as wills, codicils, agreements, amendments, trusts, powers, designations, distribution provisions, etc.
Create, edit, and compile large, complex, heavily formatted documents as well as prepare routine correspondence, memoranda, and other legal documents from draft or dictated. Proofread all documents for accuracy and completeness.
Manage and maintain calendar and assist in meeting deadlines. Heavy client contact and must schedule appointments and meetings, arrange for conference rooms, and communicate information to all respective parties.
Answer the telephone, and screen and process incoming telephone calls. Set up conference calls.
Input attorney/legal personnel’s time utilizing the Firm’s time entry software on a daily basis.
Receive, sort, and distribute incoming mail. Process outgoing mail to assure timely delivery. Send filing electronically on an ongoing basis.
Open new client matters and request conflict of interest checks.
Make travel arrangements, prepare itineraries, and compile documents for travel-related meetings.
Prepare expense reports for each attorney/legal personnel. Submit to accounting for processing.
Prepare and keep current desk instructions with respect to each assigned attorney/legal personnel.
If applicable, prepare and process client billing utilizing Firm billing software. Review/edit/prepare and proofread prebills and invoices; assure client billing is sent out accurately and timely.