Private Wealth Legal Assistant

Beacon Hill Legal is partnering with a reputable defense firm in Clayton, Missouri, to identify an experienced Private Wealth Legal Assistant. This is an exceptional opportunity for a highly organized legal professional who enjoys working in a sophisticated trusts, estates, and private wealth practice while supporting attorneys and high-net-worth clients.

The Private Wealth Legal Assistant serves as a strategic partner to attorneys, providing comprehensive administrative, client service, document management, billing, and practice support. The ideal candidate is proactive, detail-oriented, technologically savvy, and capable of managing multiple priorities in a fast-paced legal environment.

Schedule: Onsite at least four days per week in Clayton, MO.

Position Overview

The Private Wealth Legal Assistant provides high-level support to attorneys within the firm’s Private Wealth practice. This role is responsible for managing attorney workflow, coordinating client communications, supporting matter administration, assisting with billing and financial processes, and ensuring the seamless execution of legal and administrative tasks.

The successful candidate will bring strong organizational skills, sound judgment, exceptional attention to detail, and a commitment to providing outstanding internal and external client service.

Key Responsibilities

Attorney Workflow & Practice Management

• Coordinate and manage workflow for assigned attorneys, including delegation of tasks, follow-up, and quality control.
• Anticipate attorney needs and proactively address administrative and operational challenges.
• Monitor deadlines, track projects, and ensure timely completion of assignments and deliverables.
• Maintain workflow records and task management systems.
• Assist with special projects and initiatives that support practice efficiency and client service.

New Business Intake & Matter Management

• Prepare and process new matter intake documentation.
• Coordinate conflict checks and new matter opening procedures.
• Ensure compliance with firm policies and administrative requirements.
• Maintain matter files and organize client information throughout the matter lifecycle.

Billing & Financial Support

• Coordinate client billing activities and attorney timekeeping processes.
• Prepare billing correspondence and client financial communications.
• Assist with tracking matter budgets and alternative fee arrangements.
• Work closely with accounting personnel to support billing accuracy and timely collections.

Client Service & Business Development Support

• Serve as a liaison between attorneys, clients, and internal departments.
• Coordinate client communications while maintaining strict confidentiality.
• Assist with preparation of presentations, proposals, pitch materials, and client events.
• Maintain client databases and support relationship management initiatives.

Administrative & Executive Support

• Manage attorney inboxes by prioritizing communications and organizing correspondence.
• Draft, revise, and respond to routine communications as directed.
• Maintain attorney contacts, CLE records, memberships, and licensing requirements.
• Coordinate meetings, conference calls, travel arrangements, and itineraries.
• Process incoming and outgoing correspondence, legal mail, and courier requests.
• Provide general administrative support to ensure efficient practice operations.

Document Preparation & Legal Support

• Prepare, edit, proofread, and format legal documents, correspondence, reports, and presentations.
• Ensure accuracy, consistency, and compliance with firm formatting standards.
• Maintain organized electronic and physical filing systems.
• Manage document versions and ensure proper storage of confidential materials.
• Coordinate document execution, filing, and distribution.
• Type, revise, and proofread legal documents while managing competing deadlines and priorities.

Team Collaboration

• Partner effectively with attorneys, legal assistants, paralegals, and administrative staff.
• Delegate work appropriately to support resources while ensuring quality and timely completion.
• Participate in team meetings and contribute to a collaborative work environment.
• Share knowledge, best practices, and training resources with colleagues.

Technology & Process Improvement

• Identify opportunities to improve workflow efficiency and service delivery.
• Utilize technology, automation tools, and workflow management systems effectively.
• Stay current on emerging legal technology and AI-powered productivity tools.
• Recommend process improvements that enhance accuracy, organization, and overall client service.

Qualifications

Required Qualifications

• Bachelor’s degree or equivalent combination of education and professional experience.
• Minimum of 5 years of administrative, executive support, or legal support experience, preferably within a law firm or professional services environment.
• At least 3 years of legal assistant experience.
• Advanced proficiency in Microsoft Office Suite.
• Excellent written and verbal communication skills.
• Strong organizational and project management abilities.
• Demonstrated ability to manage multiple priorities while meeting deadlines.
• Ability to exercise sound judgment and maintain confidentiality.
• Minimum typing speed of 60 words per minute.
• Proven ability to work independently and resolve issues with minimal supervision.

Preferred Qualifications

• Prior experience supporting attorneys in a Private Wealth, Trusts & Estates, Estate Planning, or related legal practice area.
• Experience with legal billing systems, matter management software, and document management platforms.
• Previous transcription experience.

Core Competencies

• Proactive problem-solving
• Sound judgment and discretion
• Strong client service orientation
• Exceptional attention to detail
• Workflow and project management
• Relationship-building and collaboration
• Effective written and verbal communication
• Accountability and follow-through
• Technology proficiency, including AI and automation tools
• Adaptability in fast-paced, deadline-driven environments
• Strategic support and business partnership mindset

Physical Requirements

• Ability to remain stationary for extended periods of time.
• Ability to work extensively at a computer workstation.
• Ability to occasionally bend, reach, and access filing systems.
• Ability to lift and carry up to 25-35 pounds on an occasional basis.
• Ability to review and analyze information on a computer screen for substantial portions of the workday.

Why Apply?

This is an opportunity to join a respected Clayton-area defense firm known for its collaborative culture, sophisticated legal work, and commitment to professional excellence. The firm offers a stable and supportive environment where legal support professionals are viewed as valued members of the team and are given opportunities for long-term growth and development.