Legal Assistant

Ferguson Braswell Fraser & Kubasta Pc • Irvine, CA

8d • Onsite

About The Position

The Legal Assistant for FBFK's Orange County Probate, Trust & Estate practice is the first point of contact and a trusted, consistent presence for clients. This is a relationship-focused role for an experienced legal assistant who is ready to work closely with senior attorneys and talented paralegals to serve as a genuine extension to clients on non-legal matters — answering and managing the practice's phones, building direct client relationships through proactive follow-up and thoughtful communication, and supporting matters from intake through resolution. The ideal candidate is confident, articulate, and entirely at ease representing the practice and speaking directly with high-net-worth and ultra-high-net-worth clients. They will need to work independently, exercise sound judgment in prioritizing competing demands, and take pride in being the calm, capable presence clients and attorneys alike can count on.

Requirements

• Minimum of 5 years of legal assistant experience in probate, trust, and estate planning is required
• Expert-level skill in Microsoft Word and Excel required
• Technically adept in the use of AI-assisted platforms and legal practice management/document software systems
• Demonstrated experience providing calendar and administrative support to a senior attorney or executive strongly preferred
• Proven track record of building and maintaining direct client relationships, ideally with high-net-worth or ultra-high-net-worth individuals and families
• Experience coordinating probate court filings, trust administration, and estate planning document preparation
• High school diploma or equivalent required
• Work must be performed under the direct supervision of a licensed attorney in accordance with California Business & Professions Code § 6450 et seq.
• This position may not provide legal advice, represent clients, set legal fees, or otherwise engage in the unauthorized practice of law.

Nice To Haves

• Associate's degree, paralegal certificate, or bachelor's degree preferred
• Experience with NetDocs or comparable document management systems preferred

Responsibilities

• Serve as the primary point of contact for the practice, answering and triaging all incoming phone calls with warmth, professionalism, and discretion
• Build and maintain direct, ongoing relationships with clients, proactively following up on open items and anticipating client needs
• Act as an extension of the attorneys to the client on all non-legal matters, ensuring clients feel informed, valued, and well cared for throughout their engagement
• Communicate confidently and professionally with high-net-worth and ultra-high-net-worth clients, family office representatives, financial advisors, and other trusted advisors
• Exercise sound judgment and discretion when handling sensitive family, financial, and estate matters
• Work collaboratively and professional with all staff members
• Manage calendars, appointments, and daily schedules, resolving conflicts and prioritizing competing demands independently
• Coordinate travel arrangements, itineraries, and expense reporting
• Screen and manage correspondence, prepare for client meetings, and track follow-up commitments
• Anticipate needs and proactively manage day-to-day priorities with minimal direction
• Handle confidential and time-sensitive matters with the highest degree of professionalism
• Prepare, format, proofread, and finalize estate planning documents, correspondence, and client deliverables in accordance with firm standards
• Assist with preparation and organization of estate planning binders, trust documents, and asset documentation
• Coordinate client meetings, document signings, notary appointments, and witness requirements
• Support probate court filings by preparing and organizing filing packages under attorney direction
• Maintain estate planning and trust administration files, track deadlines, and monitor court hearing dates
• Track and monitor probate court deadlines, trust administration timelines, and compliance dates
• Coordinate scheduling of client meetings, conference calls, closings, and signings across multiple matters
• Process incoming and outgoing correspondence with courts, beneficiaries, financial institutions, and other parties
• Update and maintain client contact information and matter status in firm systems, including NetDocs
• Leverage NetDocs and firm-approved templates to organize and maintain matter files in electronic and physical formats
• Process expense reports and credit card receipts in accordance with firm standards
• Coordinate with vendors, outside counsel, financial institutions, and other service providers as needed
• Accurately record all time worked, including billable and non-billable hours, in the firm's timekeeping system on a daily basis

Benefits

• eligible for overtime under the FLSA

What This Job Offers

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