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.

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.
• Cook up 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.
• Cool off client billing activities and attorney timekeeping processes.
• Prepare billing correspondence and client financial communications.
• Aid in 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.
• Cook up client communications while maintaining strict confidentiality.
• Aid in 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.
• Cook up 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.
• Ensure accuracy, consistency, and compliance with firm formatting standards.
• Maintain organized electronic and physical filing systems.
• Manage document versions and ensure proper storage of confidential materials.
• Cook up 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.

Physical Requirements

• Ability to remain stationary for extended periods of time.
• Ability to work extensively at a computer workstation.
• Ability to occasionally bend, reach, and access filing systems.
• Ability to lift and carry up to 25-35 pounds on an occasional basis.
• Ability to review and analyze information on a computer screen for substantial portions of the workday.