Senior Legal Assistant

Tax Alchemy•Irvine, CA

2d•Remote

About The Position

We are seeking a Senior Legal Assistant to manage the legal execution practice within our firm. This is a high-responsibility operations role focused on entity and estate execution, legal workflow coordination, attorney relationship management, and client data translation and organization. You will work directly with the firm's leadership and operate as an internal owner of all legal and structural execution across our client base. This role is execution-heavy, detail-intensive, and operationally critical, focused on organizing and implementing legal structures (not designing them). It serves as a bridge between clients, advisors, and external legal counsel, and is responsible for getting work to 90% completion before attorney review. This role is NOT a legal advisory or attorney position, a litigation or research-heavy role, or a passive support role with limited ownership.

Requirements

5–10 years of experience in a U.S.-based law firm environment
Direct exposure to estate planning workflows (trusts, deeds, funding)
Direct exposure to entity formation and structuring (LLCs, ownership tracking)
Experience working with high-net-worth clients
Strong familiarity with legal documentation and compliance processes
Estate planning, tax, or private client practice group background
Exposure to both estate and business/corporate structuring
Experience coordinating with attorneys and managing legal workflows
Exceptional organizational ability and attention to detail
Ability to manage multiple concurrent client projects
Strong written and verbal communication
Comfort operating independently and owning project outcomes
Ability to translate incomplete or unstructured information into clear outputs

Nice To Haves

Paralegal certification preferred

Responsibilities

Maintain and continuously update entity maps across client families.
Track ownership structures (parent/subsidiary relationships, IP entities, real estate entities, etc.).
Execute entity formations, transitions, and dissolutions based on predefined structures.
Coordinate EIN issuance, BOI filings, and related registrations.
Support trust funding processes (asset alignment, coordination, tracking).
Assist with deed preparation and execution workflows (e.g., quitclaim, grant deeds).
Organize and compile estate planning documentation into structured deliverables.
Translate client intent into clear, structured inputs for legal counsel.
Prepare first-draft documents using firm-approved templates: Operating agreements, MSAs, NDAs, LOIs, Internal agreements (e.g., intercompany arrangements).
Maintain and improve document templates over time.
Ensure accuracy, consistency, and completeness prior to attorney review.
Track and manage ongoing compliance requirements across entities: Annual filings, State registrations, BOI / FinCEN reporting.
Coordinate multi-state entity activities (formation, transfer, dissolution).
Maintain organized, audit-ready documentation across all client structures.
Serve as the primary point of contact for external law firms.
Scope, manage, and track legal workstreams from start to completion.
Ensure attorneys receive clean, structured, complete inputs.
Review and organize deliverables before internal or client presentation.
Maintain accountability on timelines and deliverables.
Lead structured client intake meetings (estate and entity-focused only).
Gather and organize client wishes, preferences, and structural inputs.
Educate clients on general concepts and process (non-advisory).
Communicate with clients via email and phone to move projects forward.
Operate within firm systems including CRM (e.g., HubSpot or equivalent), Document & workflow management (Canopy), E-signature tools (DocuSign).
Maintain clean records, notes, and documentation across all client engagements.
Contribute to process improvement and system development over time.