Grand Rapids Legal Secretary - Estate Planning

Varnum Llp • Grand Rapids, MI

390d

About The Position

The Grand Rapids Legal Secretary for Estate Planning at Varnum LLP is responsible for providing comprehensive administrative support to the Estate Planning Practice Team. This role requires a highly organized individual with a strong commitment to client service, capable of working independently while managing multiple tasks and deadlines. The position involves preparing legal documents, maintaining attorney calendars, and ensuring the smooth operation of the estate planning process.

Requirements

• Experience in estate planning, trust and estate administration, probate process, guardianships and conservatorships.
• Technical expertise in HotDocs and MS Office (Outlook, Word, Excel) including experience with asset/liability sheets.
• Excellent grammar, proofreading, and organizational skills.
• Strong verbal and written communication skills with attorneys, clients, and staff members.
• Willingness to work in a team-oriented service environment and provide excellent service.
• Project management skills with demonstrated initiative, working with multiple attorneys.

Nice To Haves

• Bachelor's degree in legal studies or 2+ years' experience as a legal assistant or experience in a law firm, preferably estate planning and/or probate.
• Proficiency with PDF documents and iManage, or other document management systems.

Responsibilities

• Preparing and filing probate documents for probate, guardianship, and conservatorship proceedings in Probate Court.
• Supporting daily administration of trust accounts working with trustees, beneficiaries, attorneys, and other advisors.
• Assisting with the management and monitoring of various irrevocable trusts and their assets.
• Assisting with the preparation and filing of legal documents, including court filings and estate planning documents.
• Preparing, editing, and proofreading legal documents and correspondence, along with handling closing preparations.
• Filing legal documents with appropriate attachments, both electronically and via traditional filing methods.
• Transcribing documents from dictation; proofreading and editing all documents to ensure accuracy and professional appearance.
• Maintaining attorney calendars and deadline reminders, including but not limited to appointments and follow-up dates.
• Proofreading time in the billing system; to the extent possible, on an as needed basis.
• Opening new files, performing conflict of interest checks through conflicts control system, and maintaining all electronic and physical client and general files in a neat and orderly condition.
• Closing inactive files in a timely manner and in accordance with the Record Retention & Destruction Policy and Guideline.
• Scheduling appointments, conference calls, and preparing necessary documents and copies for meetings and closings.
• Requesting checks for filing fees, etc. and attorneys' business expense reimbursements.
• Assisting with legal assistant work overflow or absence coverage as time permits or needs dictate and as requested by other attorneys, paralegals, or Human Resources representatives.
• Attending staff meetings, training sessions and other required employee meetings.
• Copying, typing, scanning, faxing and any other general office duties as needed.
• Maintaining confidentiality in all firm and client matters.
• Assisting with other firm work as directed by attorney or paralegal.

Benefits

• Health insurance
• 401k plan
• Paid holidays
• Professional development opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Professional, Scientific, and Technical Services
• Education Level: Bachelor's degree
• Number of Employees: 101-250 employees