Administrative Assistant / Legal Assistant

Strauss Attorneys PLLC • Hendersonville, NC

11h • Onsite

About The Position

This position sits at the point where careful legal work becomes a finished client experience. The Legal Assistant prepares estate planning documents for execution, supports client signings as a witness and notary, and ensures that completed documents and files are accurate, organized, and properly processed. The work is detail heavy, deadline driven, and client facing. The right person will take ownership of the final production process, notice inconsistencies before they become problems, and help clients leave the office feeling confident that their planning was handled with care. This is not a substantive legal drafting position; legal questions and inconsistencies are identified and promptly escalated to the appropriate attorney or drafter.

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 without allowing post-signing work to accumulate.
• Professional written and verbal communication and the judgment to interact appropriately 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 the correct documents and supporting materials are present for each signing and that the physical file and electronic matter record are consistent.
• Perform final production checks for items such as client-name consistency, document formatting, execution blocks, witness and notary sections, updated tables of contents, visible highlights or review markings, and completeness of the signing set.
• Identify discrepancies or unclear instructions and escalate them to the drafter or attorney; do not make 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 all materials before the client arrives.
• Attend estate planning signings and serve as a witness and notary when legally appropriate and authorized.
• Support the attorney during execution, keep documents organized throughout the meeting, and help the signing move efficiently.
• Interact with clients in a warm, composed, and professional manner that reflects the firm’s standards.
• After execution, make required copies, complete the client binder or document package, and return finished materials to the client or attorney promptly.
• Scan and upload executed documents to NetDocuments and place them in the correct client and matter locations.
• Store original wills and other original documents according to firm procedures; return physical files and materials to their designated locations.
• Update Clio matter records and complete or escalate related workflow tasks promptly so the system reflects the true status of the matter.
• Reconcile stray paper or electronic documents and ensure client-related materials are preserved in the firm’s approved 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 legal-directive 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 a task 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 your first day. The Firm offers three plan options with 100% fully paid employee-only coverage for the middle plan. Coverage for spouses/dependents is available at additional employee cost.
• Dental & Vision Insurance: Available starting the month after your first day at employee cost.
• Life, AD&D, Short-Term Disability, & Long-Term Disability: Firm-paid base coverage. Voluntary/supplemental life coverage for you and spouses/dependents is available at additional employee cost.
• 401(k) Plan: Eligible after 3 months. The firm currently matches up to 5% of your own contributions on a tiered schedule. You may contribute pre-tax or Roth contributions toward retirement.
• Paid Time Off: You will receive 16 vacation/paid personal days to start, with additional paid time off increasing with tenure.
• Paid Holidays: The firm observes 10 paid holidays.
• Education & Training: 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
• Career Level: Entry Level
• Education Level: High school or GED