Position Summary:

The Legal Assistant is a full-time, on-site position responsible for providing administrative, client-service, and routine legal support for Pierce Legal Group's estate planning and probate practice. This role works closely with the firm's paralegal, attorneys, and administrative team to keep client matters organized and moving forward. This position supports the daily client experience by preparing for consultations and signings, communicating with clients, maintaining physical and digital files, assembling estate planning binders, and keeping matter information current within firm systems. The Legal Assistant also helps maintain a professional, organized, and client-ready office. This role is designed for an early-career legal professional who can independently manage recurring responsibilities, follow established procedures, and recognize when a question or task requires review by the paralegal or an attorney.

Primary Accountabilities:

• Greet clients and provide a professional, welcoming experience upon arrival.
• Answer incoming calls, collect basic information, and route prospective-client inquiries to the appropriate team member for full intake.
• Monitor designated firm email accounts and respond to or route messages appropriately and promptly.
• Review the daily calendar and prepare for consultations, signings, binder reviews, and other client meetings.
• Confirm that required identification, forms, documents, and meeting materials are collected or ready before client appointments.
• Prepare conference rooms and client materials before meetings and reset the rooms afterward.
• Schedule binder review meetings and other routine client appointments as directed.
• Assist clients with routine process and scheduling questions while escalating legal or matter-specific questions to the appropriate team member.
• Assemble physical and digital estate planning binders and maintain accurate tracking of binder preparation and completion status.
• Send approved binder, document, appointment, and follow-up communications to clients.
• Prepare documents, Agent Summaries, and supporting materials following consultations using established templates and firm procedures.
• Mail trustee signature pages, recording documents, and other approved client materials.
• Assist with routine document corrections under the direction and review of the paralegal or an attorney.
• Scan, copy, organize, upload, and file estate planning and probate documents.
• Close completed estate planning files and assist with closing and organizing older probate files according to firm procedures.
• Prepare routine materials for filing, mailing, recording, delivery, or approved trips to the probate court.
• Maintain accurate and organized physical and electronic client files.
• Update matter records, tasks, notes, documents, and workflow statuses in Pier consistently throughout the workday.
• Maintain the firm's intake tracking information and enter approved matter expenses into Clio.
• Track outstanding administrative tasks, maintain daily and ongoing task lists, and follow through to completion.
• Create and continuously update checklists, instructions, and standard operating procedures as firm processes evolve.
• Monitor office and client supplies and notify the appropriate team member when items need to be ordered.
• Maintain strict confidentiality and follow all firm requirements for handling client information and legal documents.
• Maintain a warm, professional client interaction that reflects the firm's commitment to exceptional client service.

Other Duties and Responsibilities:

• Receive and distribute mail and deliveries and complete approved local errands, including trips to the post office, courthouse, or store.
• Shred or dispose of client documents only after receiving proper authorization.
• Help maintain organized, professional, and client-ready reception, conference, storage, copy, and shared office areas.
• Participate in efforts to improve workflow consistency, client experience, and administrative efficiency.
• Provide general administrative support to the firm and perform other duties as assigned by firm leadership.

Qualifications:

• High school diploma or equivalent required.
• Legal assistant, paralegal studies, office administration, or related education preferred.
• Prior experience in a law firm, professional office, or client-service environment preferred.
• Estate planning or probate experience helpful but not required.
• Strong customer service orientation and commitment to client satisfaction.
• Excellent verbal and written communication skills.
• Exceptional organizational skills, attention to detail, and ability to manage multiple priorities.
• Ability to take ownership of recurring responsibilities and follow through without constant reminders.
• Sound judgment and ability to recognize when a matter requires paralegal or attorney review.
• Professional demeanor and ability to build rapport with clients and coworkers.
• Ability to maintain accurate records and documentation within case-management and CRM systems.
• Comfort learning and using office software, document systems, Clio, and Pier.
• Ability to handle confidential client information with discretion.
• Reliable transportation for occasional local errands.

Pay:

$18.00 - $20.00 per hour

Benefits:

Opportunities for advancement Paid time off Retirement plan

Work Location:

In person