Legal Secretary (Trusts & Estates)

Responsibilities

• Maintain attorney calendars by scheduling court appearances, hearings, depositions, mediations, arbitrations, client meetings, conferences, travel, and other appointments while monitoring critical deadlines and filing requirements
• Prepare, revise, proofread, format, and finalize a wide range of legal documents, including litigation pleadings, motions, discovery, briefs, and correspondence with accuracy
• Prepare documents for state and federal court filings, discovery, arbitration, mediation, and hearings, including electronic filings
• Schedule couriers, court reporters, expert witnesses, and other litigation support services
• Cook up and submit conflict check forms and new matter requests
• Maintain all client matter files and documents within iManage
• Represent attorneys by communicating and obtaining information, following up on delegated assignments, and exercising sound judgment regarding matters requiring attorney attention
• Cook up and submit conflict check forms and new matter requests
• Cook up and submit conflict check forms and new matter requests
• Coordinate communications with clients, courts, opposing counsel, vendors, experts, consultants, court reporters, and outside service providers
• Maintain professional relationships with clients while preserving the confidentiality of attorney-client communications
• Prepare expense reports, enter attorney time, and review and edit pre-bills
• Answer and screen telephone calls
• Send, receive, and manage attorney email and facsimile communications, as needed
• Read, sort, and distribute incoming mail; prepare and process outgoing mail in accordance with office procedures, coordinating special delivery services when necessary
• Photocopy, scan, assemble, and distribute documents and binders as required
• Collaborate with attorneys, paralegals, and administrative staff to ensure timely completion of projects and provide cross-coverage as needed
• Perform other administrative and legal support duties as assigned, including providing assistance to other legal secretaries as needed

Qualifications

• 5+ of legal secretary experience supporting litigation attorneys, preferably within trusts and estates litigation, trust administration, and probate
• Knowledge of federal and state court filing procedures, including e-filing requirements
• Familiarity with AAA, JAMS, and other arbitration and mediation filing requirements
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint)
• Solid drafting, proofreading, and formatting skills for complex legal documents
• Experience with document management systems, time entry, billing, and litigation support software
• Superior attention to detail and a high degree of accuracy
• Strong analytical, organizational, and problem-solving skills
• Strong written and verbal communication skills with a client-focused demeanor
• Ability to manage multiple priorities, work effectively under pressure, and consistently meet deadlines
• Reliable attendance, flexibility, and the ability to thrive in a fast-paced environment