Executive/Legal Assistant - Probate, Trust, Estate
About The Position
FBFK Law, a people-first, entrepreneurial business law firm with over 20 years of experience and 150 employees across Texas and California, is seeking a seasoned executive legal assistant for its Orange County Probate, Trust & Estate practice. This role directly supports one of the partners and collaborates with other attorneys and paralegals. The ideal candidate will be the first point of contact for clients, manage the attorney's schedule and administrative tasks, and handle sensitive client interactions with maturity and professionalism. The position blends executive and legal assistant duties, focusing on administrative support rather than substantive legal drafting. Clients are typically high-net-worth individuals and families navigating complex financial and family decisions.
Requirements
- At least 5 years of experience as an executive assistant and legal assistant supporting a senior attorney.
- At least 3 years’ experience working in a law firm.
- Experience in probate, trust, or estate planning.
- Direct client-facing experience, ideally with high-net-worth individuals and families.
- Maturity, professionalism, tact, discretion, and the ability to remain steady under pressure.
- Comfortable speaking for the practice on non-legal matters.
- Good at reading a situation and handling it well.
- Expert-level skill in Microsoft Word, Outlook, and Excel.
- Comfortable with AI-assisted tools and document management systems.
- High school diploma or equivalent.
Nice To Haves
- Experience coordinating probate court filings, trust administration, and estate planning document preparation.
- Strong understanding of probate, trust, and estate planning terminology, documents, and procedures.
- Experience with daily timekeeping in a billable-hour environment.
- Experience with NetDocs.
- Associate's degree, bachelor's degree, or paralegal certificate.
Responsibilities
- Serve as the primary contact for clients, family office staff, financial advisors, and other trusted advisors, and manage the practice's incoming calls.
- Keep clients informed on non-legal matters, follow through on open items, and anticipate their needs.
- Handle sensitive conversations with tact and discretion, and know when to involve an attorney.
- Manage the attorney's calendar, priorities, correspondence, and travel, resolving conflicts proactively.
- Prepare the attorney for meetings and calls, and track follow-up commitments.
- Manage the administrative aspects of the practice, including expense reports, vendor and financial institution coordination, and matter files in NetDocs.
- Format, proofread, and finalize estate planning documents and client deliverables prepared by attorneys and paralegals.
- Coordinate client meetings, signings, notary appointments, and witness requirements.
- Assemble probate filing packages for attorney or paralegal review, and coordinate filing once approved.
- Calendar hearings and deadlines identified by attorneys and paralegals, and send reminders.
- Record all time worked, billable and non-billable, in the firm's timekeeping system daily.
Benefits
- Comprehensive medical, dental and vision insurance
- 401(k) retirement plan
- Flexible paid time off
- Wellness programs
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
High school or GED
