Trusts & Estates/Corporate Assistant

STRADLING YOCCA CARLSON & RAUTH•Westlake Village, CA

About The Position

OVERALL PURPOSE: The Trust & Estates / Corporate Legal Secretary provides comprehensive administrative and legal support to attorneys in both the Trusts & Estates and Corporate practice groups. This position assists with document preparation, client communications, calendaring, and matter management.

Requirements

At least 3 years law firm experience as a paralegal or legal secretary, preferably with trust & estate experience.
BA/BS degree preferred.
Expert proficiency with the MS Office (Word, Excel, PowerPoint and Outlook) applications and NetDocs
Exceptional organizational skills that reflect ability to seamlessly perform and prioritize multiple tasks with excellent attention to detail.
Strong interpersonal skills and the ability to build relationships with internal and external Partners, Attorneys, staff and clients.
The ability to communicate both orally and in written communications effectively and accurately.
High level of professionalism and interpersonal skills so as to be able to work well with employees at all levels within the organization and maintain all information in the strictest of confidence.
Reason and apply common-sense understanding to situations encountered.
Ability to process routine daily functions while being able to resolve sensitive issues and complex assignments utilizing above average critical thinking skills.
Must be able to work overtime if necessary.
Punctuality and excellent consistent attendance.

Nice To Haves

Notary Public strongly preferred.

Responsibilities

Support corporate, trust & estates, and general transactional matters, including drafting, proofreading, and finalizing documents, correspondence, engagement letters, and governance materials.
Maintain client files (electronic and hard copy), prepare new matter forms.
Schedule meetings, both virtual and in-person, manage calendars and deadlines.
Manage and track attorney CLE records.
Prepare and submit expense reports, track and revise attorney time entries, and coordinate invoicing.
Responsible for opening new matters for assigned corporate and trust & estate attorneys, including preparation of file opening forms.
Assist with the organization, meticulous preparation, and proofreading of estate planning documents such as wills, trusts, powers of attorney, health care directives, health care proxies, etc., as well as general corporate documents such as agreements cap tables and bylaws.
Draft “shells” for the above-described documents and search for samples on the firm’s system.
Troubleshoot formatting of the above-described legal documents.
Manage correspondence with clients and other counsel.
Timely notification of lawyers via email re: receipt of postal mail and packages in office
Coordinate work flow and prioritize work so that all deadlines can be met.
Arrange attorney travel and reservations.
Reserve conference room(s) for meetings; arrange for special equipment, and coordinate catering services.