Administrative Assistant - Estate Planning - Ann Arbor

Core Duties and Responsibilities

• Supports attorneys and other legal professionals in the Estate Planning and Taxation practice group by assisting with preparing, organizing, executing and filing documents.
• Copies and scans documents; creates/updates binders.
• Affixes numerous client tax returns throughout the entire calendar year and the annual tax deadline. Includes copying, scanning, binding, etc. for mailings.
• Affixes specialized filings and mailings which include copying, scanning etc. for mailing to the IRS.
• Enters new clients and matters by preparing and submitting conflict check forms, screening forms and new matter request forms through NBI system.
• Attends client signing meetings, including organizing and printing documents for said meetings, and notarization services.
• Enters attorneys’ time and expenses from logs, diary notes, correspondence, etc., which include month end reporting, scanning/sending all PGL monthly prebills to billing coordinator(s) for processing and invoicing to clients.
• Maintains reports and organizes prebills by month for easy retrieval and review.
• Affixes legal support team with service and processing of court documents, maintaining and updating pleading clips that contain probate filings; may assist with research to locate specialized/historic client documents.
• Scans, logs and uploads documents, emails and files into firm’s electronic document management system (NetDocs); provides back-up administrative support for Administrative Assistants.
• Affixes travel arrangements when needed.
• Affixes overflow filing needs, including organizing client, attorney or section files.
• Might assist with training of interns or other support personnel on Estate Planning basic functions.
• Performs other administrative duties as assigned by Office Administrator.

Knowledge, Skills and Abilities

• High School diploma plus two years of post-high school education and related work experience required; Associate’s Degree or higher preferred.
• Prior experience working in Estate Planning, Taxation, Probate or related legal practice area is required.
• Detail-oriented, highly organized with a high level of professionalism.
• Excellent written and oral communication skills required, including ability to effectively draft and proofread business and legal documents.
• Exceptional customer service skills required; ensures total customer satisfaction through understanding of customer expectations, proactive problem identification/resolution, and maximizing opportunities to build relationships.
• Ability to be flexible, work flexible hours when required, and respond quickly and calmly to urgent situations.
• Ability to work independently with some level of autonomy, taking initiative to ensure performance aligns with the successful operations of the office.
• Experience operating administrative office equipment (e.g., high-speed copier, scanner, fax machine).
• Ability to execute tasks in a client-centric manner and to work effectively and efficiently in a team setting and with a diverse group of people at all levels of the organization.
• Ability to take direction, receive and apply feedback, and communicate support needs.
• Ability to effectively follow procedures and manage competing priorities; demonstrate attention to detail, accuracy and excellent organizational skills.
• Occasionally working overtime, evening or weekend hours may be required.

Benefits

• Comprehensive benefits package including competitive health, dental, and vision insurance plans, flexible paid time off (PTO), holiday leave, and a retirement savings plan with profit sharing for eligible employees.
• Flexible spending programs, health savings account, commuter benefits, and personal and parental leave programs.
• Access to wellness programs and mental health support.
• Professional development programs and a supportive and inclusive workplace culture.
• Variety of employee discounts and perks.

Pay

The offered salary will be determined by a variety of factors including, but not limited to, work location, individual skill set, previous/applicable experience, education, external market data and consideration of internal equity.

EEO Statement

It is the Firm’s policy to provide employment opportunities to qualified applicants and employees on an equal basis without regard to the individual’s age, race, color, gender, sexual orientation, gender identity or expression, religion, national origin, marital status, domestic partner relationship, physical characteristics, disability, or other protected characteristics under applicable federal, state or local laws or ordinances.

Dykema will make reasonable efforts to accommodate the known disabilities of employees who are otherwise qualified to perform the essential functions of the jobs involved.

It is the responsibility of every individual concerned with personnel actions, including management, supervising, recruiting, compensating, benefits, promotions, work assignments, and training, to ensure that these activities are administered consistent with the Firm’s goal of furthering the principle of equal employment opportunity.

E-Verify

Dykema uses E-Verify in its hiring practices to achieve a lawful workforce. E-Verify is a registered trademark of the U.S. Department of Homeland Security.