Trusts & Estates Legal Administrative Assistant

Jackson Walker • Austin, TX

6d

About The Position

The Trusts & Estates Legal Administrative Assistant supports attorneys in the Firm’s Trusts & Estates Practice by providing administrative and legal support for estate planning, estate and trust administration, and wealth preservation work. This work addresses tax considerations, wealth transfers, family objectives, and charitable giving. The assistant prepares and maintains documents, coordinates client signings, manages attorney calendars, supports billing activities, and maintains responsive client communications.

The role also assists with client and matter openings, time entry, billing submissions, reimbursement requests, and invoice processing. It requires coordination with attorneys and Firm personnel, careful handling of confidential information, and the ability to manage assignments and deadlines in a fast-paced professional office environment. Extended hours may be required to meet deadlines and business needs.

Requirements

• High school diploma or GED required.
• Advanced proficiency in Microsoft Office Suite, particularly Word, Outlook, Excel, and PowerPoint.
• Proficiency with Adobe Acrobat and PDF document management.
• Experience with document management systems.
• Experience with time entry systems.
• Strong written and verbal communication skills.
• Strong proofreading, grammar, spelling, and document formatting skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple concurrent assignments and work effectively under deadlines.
• Ability to work closely with attorneys in a fast-paced environment.
• Ability to think critically, exercise sound judgment, and demonstrate initiative.
• Ability to maintain confidentiality and exercise discretion.

Nice To Haves

• Bachelor’s degree from an accredited college or university.
• Minimum of 3 years of experience as a legal assistant.
• Experience with iManage.

Responsibilities

• Support attorneys with administrative activities related to estate planning and estate and trust administration.
• Coordinate and participate in client document signings.
• Maintain original estate planning documents and coordinate their return to clients.
• Prepare and distribute correspondence and legal documents at attorney direction.
• Prepare, proofread, revise, and format correspondence and legal documents.
• Use Microsoft Office applications to prepare documents and support attorney workflow.
• Use Adobe Acrobat to edit, organize, combine, convert, and manage PDF documents.
• Maintain electronic documents and emails in the Firm’s document management system.
• Organize and maintain physical client files and original documents.
• Maintain attorney calendars and coordinate travel, meetings, and appointments.
• Assist with new client and matter openings, including conflict checks and preparation and processing of engagement letters.
• Enter, review, and revise attorney time entries.
• Participate in timely prebill review and billing submission.
• Prepare and submit attorney reimbursement requests.
• Submit invoices to Accounts Payable for processing.
• Provide professional and responsive client service, answer calls, and relay messages promptly.
• Communicate effectively with clients, attorneys, and Firm personnel.
• Coordinate with attorneys and team members to manage assignments and meet deadlines.
• Handle confidential documents and client information with discretion.
• Perform additional administrative and legal support duties as assigned.

What This Job Offers

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