Client Services Administrative Assistant

Position Introduction You're the kind of person who thrives on organization, communication, and helping others feel supported from the very first interaction. You know how to keep things running smoothly behind the scenes while creating a warm, welcoming experience for every client who contacts the office. Whether you're scanning and organizing documents, managing filing systems, preparing mailings, processing administrative tasks, or supporting team members with day-to-day office operations, you bring professionalism, positivity, and attention to detail to everything you do. You're someone who enjoys being the dependable "go-to" person in a fast-paced environment. You take pride in staying organized, handling multiple priorities with confidence, and making sure no detail slips through the cracks. Most importantly, you genuinely care about helping people and want to be part of a team that makes a meaningful impact in clients' lives every day. We are a rapidly growing, nationally recognized law firm specializing in estate planning, elder law, and asset protection. We are seeking a part-time Client Services Administrative Assistant who is passionate about providing exceptional support to both clients and team members while helping create a seamless, compassionate client experience. In this role, you'll serve as an important part of our front-end operations—assisting with client communication, scheduling appointments, preparing files, coordinating meetings, maintaining records, and supporting attorneys, paralegals, and leadership with daily administrative needs. At our firm, we believe work should be both rewarding and enjoyable. We offer a competitive salary, generous PTO, excellent benefits, and opportunities for long-term professional growth. You'll be part of a collaborative, supportive environment where your contributions are valued and where ongoing training, mentorship, and career advancement are encouraged. This isn't just another administrative position—it's an opportunity to build a meaningful career with a firm that is setting the standard in estate planning and elder law. If you're organized, personable, dependable, and excited about helping clients and supporting a high-performing team, we'd love to hear from you. Position Summary The Client Services Administrative Assistant (CSAA) personally and professionally supports the vision and mission of the law firm by providing administrative and operational support to the legal services and client services teams. The CSAA is responsible for assisting with the day-to-day administrative functions of the office to ensure matters are handled efficiently, accurately, and in accordance with firm procedures and standards. The primary responsibility of this position is to support the firm's internal operations through organization, coordination, and administrative assistance. This includes handling tasks such as scanning, filing, mailing, document preparation, calendar coordination, file organization, supply management, and maintaining conference rooms and common areas. The CSAA also assists with preparing estate planning binders, notarization and witnessing of documents, processing incoming and outgoing mail, assisting answering phones, managing voicemails, coordinating deliveries, and supporting the client services team, attorneys, paralegals, and leadership with administrative needs and special projects. The CSAA works both independently and collaboratively with attorneys, paralegals, client services, finance, and operations to promote efficiency, professionalism, and teamwork throughout the firm. All law firm employees must always maintain confidentiality with regard to clients, firm interests, and employees. The CSAA may perform additional duties as necessary to help ensure the administrative and production functions of the law firm operate smoothly, efficiently, and at the highest level of quality and service. Duties and Responsibilities ¨ Provide administrative support to attorneys, paralegals, and client services team members. ¨ Answer and direct incoming phone calls and manage voicemail messages professionally and timely. ¨ Monitor and respond to administrative emails as assigned. ¨ Manage mailing processes, including sorting, preparing, and coordinating outgoing and incoming mail and deliveries. ¨ Scan, organize, file, and maintain physical and electronic client files and firm documents. ¨ Coordinate and manage paralegal calendars, scheduling appointments and meetings as needed. ¨ Assist with coordinating internal meetings, conferences, and client appointments. ¨ Support billing, invoicing, and administrative processing tasks. ¨ Prepare estate planning document binders and supporting materials for client meetings and signings. ¨ Assist with notarization and witnessing of estate planning documents when needed. ¨ Maintain organization and cleanliness of conference rooms, waiting areas, supply closets, and file rooms. ¨ Ensure office supplies, refreshments, and administrative materials are stocked and organized. ¨ Assist with weekly file preparation and file pulling for upcoming appointments and meetings. ¨ Prepare and mail sympathy cards, thank-you cards, and other client correspondence as directed. ¨ Monitor obituary notices and assist with related administrative follow-up. ¨ Check, distribute, and process incoming faxes and firm communications. ¨ Assist with AP letter implementation and administrative document preparation projects. ¨ Prepare and update office signage and door signs as needed. ¨ Assist with special projects and additional administrative duties as assigned to support firm operations. ¨ Client event planning assistance ¨ Mailing/sorting/deliveries/ordering office supplies as needed ¨ Ensure correspondence is mailed in a timely manner ¨ Actively participate in staff calls and team meetings ¨ Complete projects or tasks as requested by supervisor within time frame allotted ¨ Attend training/other events as needed

Qualifications Required Academic:

• Associate's degree or a High School Diploma with 2 to 3 years Member/Client/Admin Services experience is preferred but not required.

Skills/Knowledge & Ability:

• Above average administrative, clerical, and/or technical skills, and the ability to operate necessary office equipment and software: Ø Computer, Telephone, Fax, Scanner, Copier, Postage Meter Ø Microsoft Office Suite (Excel, Outlook, Word, Publisher, Power Point) Ø ActionStep
• Type proficiently and accurately at a minimum of 35 to 40 words per minute.

Knowledge, skills and ability to perform functions and develop administrative procedures and systems to manage all tasks at hand such as: Documenting information, Word processing (dictation, correspondence, memos, etc.), Data entry and verification, Managing files, Project management, Designing forms, training and/or marketing materials, and Drafting legal documents.

• Skilled at formatting and communicating effectively in writing as appropriate for the needs of the audience.
• Ability to understand written words, sentences and paragraphs in work related documents.
• Highly developed time management, organizational and prioritization/planning skills with the ability to multitask with clarity; facilitating several projects at the same time with the ability to monitor and assess one's own self.

Skilled at getting information by observing, receiving and/or researching to obtain information from relevant sources. Knowledgeable and able to evaluate information to determine compliance with standards.

• Professional level communication, interpersonal and relationship building skills. Able to listen (give full attention to what other people are saying), be empathetic and influence other people in written or verbal forms. Creatively presenting and disseminating information and concepts in an effective manner.
• Remain current with ever changing technology.
• Demonstrate aptitude for working in sensitive environments requiring a high degree of confidentiality.

Pay:

$17.00 - $20.00 per hour

Benefits:

401(k) 401(k) matching Flexible schedule Health insurance

Work Location:

In person