Administrative Assistant

LOCATION: Primarily our Rancho Santa Margarita office (occasionally in our San Clemente or Laguna Hills office, as needed) HOURS: In-Person, Monday through Friday from 8:30 am to 5 pm SALARY: $25 to $28 per hour DOE + benefits We are seeking a full-time Notary Public to provide notary services for our firm, along with administrative support to the firm’s attorneys and staff, with a primary focus on client service, document preparation, and office operations. Do not apply if you do not have an active CA Notary Public Commission. This role is ideal for someone who is detail-oriented, organized, and comfortable working in a client-facing legal environment. The position supports day-to-day administrative and legal functions to help ensure smooth operations and an excellent client experience. This is a full-time, in-person position based primarily in our Rancho Santa Margarita office, with occasional support required at our San Clemente or Laguna Hills offices. NO PHONE CALLS OR EMAILS REGARDING THIS POSTING. NO RECRUITERS OR HEADHUNTERS. Compensation: $25 - $28 per hour DOE + benefits Qualifications Must be a California-commissioned notary public (ready to notarize documents and ideally with at least 2-3 years of notary experience)Detail-oriented and organized. Professional, warm, and enjoys working with clientsStrong knowledge of technology and computers, including the ability to name documents with our naming conventionsStrong written and verbal communication skills, including communication by phone, email, or in person to clients, referral sources, and other third partiesManage fast-paced, ever-changing priorities and tasks independentlyAbility to maintain confidentiality and handle delicate informationPossess a valid driver’s license and reliable transportation, and work in-person Monday through Friday, 8:30 am to 5 pm, and be willing to travel to our San Clemente, RSM, and Laguna Hills offices, depending on the needs of the firm Responsibilities Notary Services & Office Assistance Support to Estate Planning TeamNotarize estate planning documents and conduct signing meetings, which includes but is not limited to: printing and preparation of the estate planning binder, preparation of the estate plan summary and signing meeting, conducting the signing meeting by notarizing documents and going over the estate planning summary, properly documenting all notary notes in MyCase status updates and anything that may have been discussed or happened in the signing meeting, saving the summary board to MyCase and SharePoint, scanning/saving/collating all signature pages of executed documentsAdditional notary services as requested and needed, including potential off-site visitsReview of estate planning documents to confirm accuracyClient Service SupportServe as backup to telephones to assist intake team with volume of inbound phone callsPlace outbound phone calls to clients or other customer service needsSend out monthly birthday/anniversary cardsSend out thank you gifts to clientsGeneral Office Support in Rancho Santa MargaritaMaintain the Rancho Santa Margarita office, including monitoring and restocking office suppliesKeep common areas neat, tidy, and client-ready at all times (including trash removal)Greet and welcome all clients upon arrival, ensuring they feel comfortable and well-receivedCheck, sort, and process incoming mail Perform other duties and tasks as assigned to support attorneys, clients, and firm operations.