Trust & Estates Legal Administrative Assistant

Reinhart Boerner Van Deuren SC•Milwaukee, WI

About The Position

The Trust & Estates Legal Administrative Assistant supports the Trusts & Estates department in the Milwaukee office. The practice helps clients build and preserve wealth for themselves and their heirs, provides comprehensive trust and estate services, and collaborates with financial institutions and trust companies to promote clients’ best interests. The legal team continuously analyzes clients’ assets and income in relation to their financial and personal goals. The assistant provides administrative support to timekeepers and the legal team, including preparing correspondence and documents, managing schedules and communications, maintaining files and deadlines, and responding to client and colleague inquiries. The role requires strong administrative, organizational, communication, technology, and customer-service skills, along with discretion when handling confidential information.

Requirements

3–5 years of administrative assistant experience.
Excellent written, oral, and email communication skills.
Excellent listening skills.
Ability to work comfortably in a team environment.
Ability to prioritize and handle or complete multiple tasks with competing deadlines.
Outstanding customer service and interpersonal skills.
Strong technology skills.
Demonstrated proficiency and experience with Microsoft Word, Excel, Outlook, and PowerPoint, and willingness to learn new tools.
Typing speed of 65 words per minute or more.
Exceptional organizational skills.
Strong attention to detail and commitment to accuracy.
Superior grammar, spelling, vocabulary, and language skills.
Efficient, flexible, and patient.
Ability to exercise complete discretion and tact when handling confidential information.
Frequent use of a keyboard, calculator, and telephone; frequent sitting, walking, talking, and hearing; occasional standing, stooping, bending, kneeling, crouching, crawling, and lifting up to 20 pounds; and ability to adjust vision for close-vision work.

Nice To Haves

Legal administrative assistant experience or experience in a professional services organization.
A bachelor’s degree.

Responsibilities

Type rough drafts, handwritten materials, and dictation into proper format.
Compose basic or routine letters and transmittal emails.
Enter timekeepers’ time entries.
Proofread for spelling, punctuation, and grammar.
Schedule and calendar appointments and meetings; make travel arrangements and complete expense reports.
Process and route mail and documents via U.S. Mail, email, delivery service, fax, and other methods.
Obtain and maintain contact information.
Serve as a backup to other assistants.
Perform general research for timekeepers.
Monitor email, regular mail, and voicemail.
Open files and organize and maintain filings, including electronic filings, and files.
Assist timekeepers with tracking deadlines and organizing projects.
Answer phones and resolve questions or concerns from clients, other attorneys, and coworkers.
When requested, monitor timekeepers’ email, regular mail, and/or voicemail; arrange responses whenever possible and report responses or status to timekeepers.