Legal Assistant

Woods Oviatt Gilman LLP•Rochester, NY

3d•Onsite

About The Position

Woods Oviatt Gilman LLP is a leading and reputable full-service law firm dedicated to providing exceptional legal services to our clients. With a team of highly skilled and experienced attorneys, we strive to deliver comprehensive and effective solutions to meet the diverse needs of our clients. Headquarters are located in Rochester, NY with additional offices in Albany and Buffalo, NY. We foster a collaborative and inclusive work environment where every team member is valued and respected. We encourage open communication, teamwork, and professional growth. Our firm promotes a healthy work-life balance and supports the well-being of our employees. We are currently seeking a highly organized and detail-oriented Legal Assistant to join our dedicated Trust & Estate Department. The successful candidate will play a key role in providing administrative support to attorneys, contributing to the efficient operation of our legal practice.

Requirements

1-3 years prior law firm administrative assistant experience preferred
Working knowledge of Kofax, Microsoft Teams, and Microsoft Office Suite: Outlook, Word, Excel, and PowerPoint
Strong typing, computer, organizational, and administrative skills with meticulous attention to detail
Excellent communication and interpersonal skills
Ability to prioritize workload and independently manage multiple tasks
Must be a team player and use firm resources effectively and efficiently
Must maintain professional contact with attorneys and staff and observe confidentiality of client and firm matters
Type a minimum of 60 wpm

Nice To Haves

Experience in original document management within a secure environment.
Familiarity with document security protocols and best practices.
Proficiency in utilizing established systems for the storage and retrieval of legal documents.
Trust administration experience, including maintaining trust files, processing annual accountings, tax documents, and effective communication with trustees, beneficiaries, financial advisors, and government regulators.
Hold a notary license or be open to obtaining one.

Responsibilities

Prepare and maintain various documents, including Wills, Power of Attorney, Living Wills, Health Care Proxies, and various Trust Agreements.
Anticipate attorney needs by reviewing calendars and preparing necessary documents for client meetings.
Manage E-Filing for Attorneys and Paralegals, especially with Surrogate's Court.
Coordinate appointments, meetings, teleconferences, video conferences, and business travel.
Work with trustee to maintain trust files, annual accountings, tax documents, and returns.
Assist trustee with beneficiary requests and distributions.
Ensure effective communication with co-trustees, beneficiaries, financial advisors, and government regulators.
Prepare and proofread legal documents, ensuring accuracy and adherence to firm standards.
Perform the opening and closing of files as requested.
Document management is of high importance, requiring confidence that all documents are promptly scanned and saved in the designated system, both in paper files and the original document's secured environment.
Provide professional, efficient, and friendly client service on the telephone and in person.
Coordinate with clients, external counsel, and other vendors to obtain and exchange information and documentation related to legal matters.
Assess the urgency of situations, determine appropriate actions, and keep management informed.
Utilize the case management system for electronic data management of legal files.
Collaborate with administrative staff and legal professionals to ensure a smooth workflow.
Provide admin support, including maintaining calendars, setting up meetings, coordinating courier deliveries, and sorting and distributing mail.