Senior Legal Assistant

Firm Ranking: AmLaw100 FirmLocation: West Palm Beach, FL Position: Legal Assistant, Trust & Estates Support Model: 3 Attorneys to 1 Legal AssistantTarget Salary: $70,000 - $90,000Work Week: 8:30am – 5pm (37.5 hour work week)Onsite Logistics: 3 days a week onsiteHiring Manager: Office AdministratorResponsibilities:Independently perform full range of administrative support for numerous timekeepersResponsible for managing client communication, including answering phone calls and emails to effectively schedule appointments by understanding client needs and availability while coordinating with internal timekeepers to ensure efficient booking and calendar management, while providing excellent customer service.Schedule and arrange client document execution meetings including service as a witness and/or Notary Public, ensure appropriate attendee availability, prepare documents, and confirm original documents properly executed and documents are handled in accordance with department protocolsRemind timekeepers of deadlines and anticipate their needs to allow them to focus on client/firm related mattersType, edit, format and proofread a variety of moderate to complex documents and assist with assembly of documents in preparation of client documents for execution or electronic filing with courts and agencies.File management and organization (both digital and paper). Establish and maintain client, departmental and administrative files and workspaces using established protocols for online client records management and document naming conventions.Understand client billing, edit billing narratives according to firm time entry standards, and ability to run or obtain financial data and reports. Expense tracking and reimbursement submissions and monitoring of disbursement payouts in time-sensitive matters)Manage administrative aspects of client/matter intake: obtain/enter required information into the New Business Intake (NBI) system, draft, finalize, and send engagement letter to clients, communicate client billing standards and rates to appropriate individuals, and overall management of client files.Qualifications/Requirements:Minimum two to four years of Trusts and Estates legal administrative experience strongly preferredExperience in handling a wide range of administrative tasksExperience making travel arrangementsAbility to support multiple timekeepers in a fast paced, changing environmentAbility to effectively manage conflicting prioritiesExcellent verbal, written, organization, analytical and interpersonal skillsOutstanding client service and decision-making skillsAbility to produce accurate draft documents from a variety of rough sources that are handwritten or 'pieced' together or from oral instructionsFamiliarity with procedures of courts and regulatory agenciesAbility to work independently, with minimum supervision while also contributing to a teamDemonstrate a high degree of professionalism, confidentiality, discretion, and decorumResponsiveness to timekeeper/client needs and follow-up where appropriateGood understanding of basic business relationships and client confidentiality principlesProficient in the use of Microsoft Office (Word, Outlook, Excel and PowerPoint), FileSite/iManage (or similar virtual workspace software), InTapp, CMS, PDF scanning, HotDocs, Kofax PDF, Change-Pro, Metadact, Innova, Chrome River, Preview Biller, Internet searches, Rendezvous, Electronic Court Filing Systems, and ability to learn and use advanced software applications