Legal Administrative Assistant Private Client Services

Snell & Wilmer • San Diego, CA

2d • Hybrid

About The Position

Snell & Wilmer, a large and prestigious law firm in the Western United States, is seeking a Legal Administrative Assistant for their Private Client Services Practice Group in the San Diego office. This role involves acting as a liaison between clients and attorneys, assisting with estate planning and probate decisions. The ideal candidate will have experience with customized estate planning, probate, and trust administration, ensuring documents are proofread and edited, managing calendars and travel, and accurately recording billable and unbillable time. The ability to manage the workload of multiple attorneys in a fast-paced environment is crucial.

Requirements

• At least 3 years of experience as a legal administrative assistant experience within a mid-size law firm, preferably in trusts and estates, private client, or transactional practice.
• Proficiency with Microsoft Office (Word, Outlook, Excel, PowerPoint); experience with document management and timekeeping systems preferred.
• Strong attention to detail, organizational skills, and ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Professional demeanor and commitment to client service.
• Ability to handle confidential and sensitive information with discretion.

Nice To Haves

• experience with customized estate planning, probate and trust administration

Responsibilities

• Manages files, opens new matters as requested by attorneys, and maintains all relevant document inclusions for the files
• Ensures that all documents have been proofread, edited, and revised as necessary
• Coordinate attorney calendars, appointments, meetings, and travel arrangements.
• Respond to telephone inquiries and client needs with professionalism and efficiency.
• Anticipate attorney needs to support seamless workflow and time management.
• Process incoming/outgoing mail and arrange special deliveries through Office Services as needed.
• Proofread documents for grammar, formatting, punctuation, and content accuracy to uphold the firm’s quality standards.
• Learn and apply firm policies and procedures to ensure compliance with legal and organizational requirements.
• Coordinate the client billing process, troubleshoot issues with the billing department, and ensure timely invoicing.
• Accurately record billable and non-billable time for effective service tracking and reporting.
• Listen actively, follow instructions, and accept feedback to support effective communication and continuous improvement.
• Foster strong working relationships with attorneys, staff, and clients to promote a positive and collaborative work environment.
• Serve as a mentor to new staff, providing guidance on firm processes and practice area procedures.
• Exhibit flexibility to work outside standard business hours as needed to meet deadlines and support urgent legal matters.
• Work independently with initiative, accountability, and reliability.
• Manage tasks in a fast-paced environment, meeting deadlines while maintaining high-quality standards.
• Organize and prioritize assignments effectively, including delegating when appropriate.

Benefits

• medical
• dental
• vision
• disability
• life insurance
• 401K/profit sharing
• paid holidays
• tuition reimbursement
• paid time off including vacation time, personal time, and sick time where appropriate

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 501-1,000 employees