Private Wealth Legal Assistant

Position Overview

The Private Wealth Legal Assistant serves as a strategic partner to attorneys, providing comprehensive administrative, client service, document management, billing, and practice support. This role is responsible for managing attorney workflow, coordinating client communications, supporting matter administration, assisting with billing and financial processes, and ensuring the seamless execution of legal and administrative tasks.

Key Responsibilities

• Coordinate and manage workflow for assigned attorneys, including delegation of tasks, follow-up, and quality control.
• Anticipate attorney needs and proactively address administrative and operational challenges.
• Monitor deadlines, track projects, and ensure timely completion of assignments and deliverables.
• Maintain workflow records and task management systems.
• Assist with special projects and initiatives that support practice efficiency and client service.
• Prepare and process new matter intake documentation.
• Collapse conflict checks and new matter opening procedures.
• Ensure compliance with firm policies and administrative requirements.
• Maintain matter files and organize client information throughout the matter lifecycle.
• Collapse Coordinate client billing activities and attorney timekeeping processes.
• Prepare billing correspondence and client financial communications.
• Assist with tracking matter budgets and alternative fee arrangements.
• Work closely with accounting personnel to support billing accuracy and timely collections.
• Serve as a liaison between attorneys, clients, and internal departments.
• Collapse Coordinate client communications while maintaining strict confidentiality.
• Assist with preparation of presentations, proposals, pitch materials, and client events.
• Maintain client databases and support relationship management initiatives.
• Manage attorney inboxes by prioritizing communications and organizing correspondence.
• Draft, revise, and respond to routine communications as directed.
• Maintain attorney contacts, CLE records, memberships, and licensing requirements.
• Collapse Coordinate meetings, conference calls, travel arrangements, and itineraries.
• Process incoming and outgoing correspondence, legal mail, and courier requests.
• Provide general administrative support to ensure efficient practice operations.
• Prepare, edit, proofread, and format legal documents, correspondence, reports, and presentations.
• Maintain organized electronic and physical filing systems.
• Manage document versions and ensure proper storage of confidential materials.
• Collapse Coordinate document execution, filing, and distribution.
• Type, revise, and proofread legal documents while managing competing deadlines and priorities.
• Partner effectively with attorneys, legal assistants, paralegals, and administrative staff.
• Delegate work appropriately to support resources while ensuring quality and timely completion.
• Participate in team meetings and contribute to a collaborative work environment.
• Share knowledge, best practices, and training resources with colleagues.
• Identify opportunities to improve workflow efficiency and service delivery.
• Utilize technology, automation tools, and workflow management systems effectively.
• Stay current on emerging legal technology and AI-powered productivity tools.
• Recommend process improvements that enhance accuracy, organization, and overall client service.

Qualifications

• Bachelor's degree or equivalent combination of education and professional experience.
• Minimum of 5 years of administrative, executive support, or legal support experience, preferably within a law firm or professional services environment.
• At least 3 years of legal assistant experience.
• Advanced proficiency in Microsoft Office Suite.
• Excellent written and verbal communication skills.
• Strong organizational and project management abilities.
• Demonstrated ability to manage multiple priorities while meeting deadlines.
• Ability to exercise sound judgment and maintain confidentiality.
• Minimum typing speed of 60 words per minute.
• Proven ability to work independently and resolve issues with minimal supervision.

Preferred Qualifications

• Prior experience supporting attorneys in a Private Wealth, Trusts & Estates, Estate Planning, or related legal practice area.
• Experience with legal billing systems, matter management software, and document management platforms.
• Previous transcription experience.

Core Competencies

• Proactive problem-solving.
• Sound judgment and discretion.
• Strong client service orientation.
• Exceptional attention to detail.
• Workflow and project management.
• Relationship-building and collaboration.
• Effective written and verbal communication.
• Accountability and follow-through.
• Technology proficiency, including AI and automation tools.
• Adaptability in fast-paced, deadline-driven environments.
• Strategic support and business partnership mindset.