Administrative Assistant / Legal Assistant

Strauss Attorneys PLLC • Hendersonville, NC

12d • $45,000 - $50,000

About The Position

The Legal Assistant prepares estate planning documents for execution, supports client signings as a witness and notary when legally appropriate and authorized, and ensures completed documents and files are accurate, organized, and properly processed. The work is detail-heavy, deadline-driven, and client-facing. The role owns the final production process, identifies inconsistencies, and escalates legal questions or unclear instructions to the appropriate attorney or drafter; it is not a substantive legal drafting position.

The assistant prepares and checks signing materials, supports clients and attorneys during execution, processes executed documents, maintains physical and electronic matter records, completes approved templates and administrative tasks, and provides occasional office support. The role uses firm procedures and checklists, Clio, NetDocuments, and other document, practice-management, e-signature, and office systems. Success includes accurate and polished signing packages, a calm client signing experience, prompt post-signing processing, and reliable workflow records.

Requirements

• Exceptional attention to detail and a consistent habit of checking completed work.
• Strong organization and follow-through, including the ability to manage multiple signing deadlines and prevent post-signing work from accumulating.
• Professional written and verbal communication and sound judgment when interacting with clients, attorneys, and staff.
• Comfort learning and working in document management, practice management, e-signature, and Microsoft Office systems.
• Ability to handle confidential client information with discretion.
• Current North Carolina notary commission, or ability and willingness to obtain a commission promptly after hire.
• High school diploma or equivalent.

Nice To Haves

• Prior experience in a law firm, professional services office, records role, or document production environment.
• Experience supporting estate planning, probate, fiduciary, real estate, or other document-intensive legal work.
• Experience with Clio, NetDocuments, WealthCounsel, Microsoft 365, or comparable systems.
• Associate’s or bachelor’s degree, paralegal coursework, or demonstrated interest in the legal field.

Responsibilities

• Prepare final estate planning document sets for execution, including printing, collating, hole-punching, tabbing, labeling, and assembling client binders and physical working files.
• Confirm that required documents and supporting materials are present and that the physical file and electronic matter record are consistent.
• Check client names, formatting, execution blocks, witness and notary sections, tables of contents, review markings, and completeness of signing sets.
• Identify discrepancies or unclear instructions and escalate them to the drafter or attorney without making substantive legal decisions independently.
• Prepare red-weld files, binder labels, funding labels, stickers, trust cards, and other signing materials using established checklists and templates.
• Prepare the signing room and materials before clients arrive.
• Attend estate planning signings and serve as a witness and notary when legally appropriate and authorized.
• Support the attorney during execution, keep documents organized, and help the signing proceed efficiently.
• Interact professionally and warmly with clients, attorneys, and staff.
• After execution, make required copies, complete client binders or document packages, and return finished materials promptly.
• Scan and upload executed documents to NetDocuments in the correct client and matter locations.
• Store original wills and other original documents according to firm procedures and return physical files and materials to designated locations.
• Update Clio matter records and complete or escalate workflow tasks promptly.
• Reconcile stray paper or electronic documents and preserve client-related materials in approved firm systems rather than personal drives or desktops.
• Prepare personalized engagement letters and route them for electronic signature when appropriate, including MetLife matters.
• Complete approved templates for enrollment forms, disclosure authorizations, minor or guardianship-related documents, funding checklists, labels, stickers, and trust cards.
• Prepare signing invoices in Clio and enter approved additional fees for MetLife matters.
• Coordinate brief staff-supported signings for amendments, restatements, or similar updates as assigned.
• Use firm checklists, playbooks, Clio, and NetDocuments consistently; check work before marking tasks complete.
• Ask questions and escalate promptly when instructions, documents, or task status are unclear.
• Help improve the role’s playbook and checklists as procedures change or better methods are identified.
• Provide occasional mailing, shipping, telephone coverage, and general office support as needed.

Benefits

• Medical insurance available starting the month after the first day; three plan options, including 100% fully paid employee-only coverage for the middle plan. Spouse and dependent coverage is available at additional employee cost.
• Dental and vision insurance available starting the month after the first day at employee cost.
• Firm-paid base life, AD&D, short-term disability, and long-term disability coverage; voluntary supplemental life coverage for employees and spouses/dependents is available at additional employee cost.
• 401(k) plan eligibility after 3 months, with a current tiered match of up to 4% of the employee’s contributions and pre-tax or Roth contribution options.
• 16 vacation/paid personal days to start, with additional paid time off increasing with tenure.
• 10 paid holidays.
• The firm may cover part or all of the cost of job-related courses, seminars, or training, subject to advance approval.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED