Private Client Trust & Estates Legal Secretary

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Beacon Hill’s client, an AmLaw 200 firm, is seeking an experienced Private Client Trust & Estates Legal Secretary to support attorneys in the Trusts and Estates group in their Los Angeles office. The position involves heavy client contact, scheduling, preparing and organizing billing and file materials, and managing administrative aspects for a busy assignment.

• Job Title: Legal Secretary
• Location: Onsite – Los Angeles, CA 90071 (Downtown Los Angeles)
• Must be able to work onsite, as the firm will be moving over original documents that will need to be processed
• Start: ASAP
• Duration: Open-ended with potential for direct hire
• Hours: 37.5 hours per week, Monday-Friday
• Flexibility to work overtime, including occasional weekends, as needed
• Pay: $40-$45/hour, depending on experience

REQUIRED QUALIFICATIONS & EXPERIENCE

• Prior legal secretarial experience required, knowledge of secretarial procedures, and word processing skills (minimum of 70 wpm)
• 5+ years of experience in estate planning (PCT&E) preferred *Candidates without PCT&E experience may be considered if they have experience with conflicts screenings, engagement letters, and document/file management, though a strong understanding of related parties in engagement letters is essential
• Experience initiating conflicts screenings (InTapp experience is a plus)
• Experience preparing engagement letters
• Experience with file management systems for vaulting original documents (FileTrail experience preferred)
• Experience with time and billing systems and document management systems in a networked environment
• Experience with Microsoft Office 2013
• Strong attention to detail
• Ability to track multiple projects
• Ability to multitask and work independently in a fast-paced environment
• Exceptional client service communication and interpersonal skills required
• Dependable, responsible, and possess the ability to maintain professionalism when working with all firm personnel
• Ability to perform repetitive motions (typing and filing), as well as keying in large amounts of data into the computer for extended periods of time
• Reliable attendance and punctuality required
• High school diploma or equivalent required; college degree preferred

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Preparing and editing Firm/Client letters, memoranda, and standard Trust and Estate documents
• Supporting Client needs and recommending approaches that will meet our commitment to the most cost-effective client service
• Maintaining client and general files (electronic and paper) in an orderly fashion for matters assigned to the attorney or paralegal
• Utilizing direct time and billing systems to submit attorney/paralegal time to Accounting and preparing client invoices
• Screening incoming telephone calls, recording messages, or placing appropriate information into the voicemail system
• Forwarding outgoing documents on a timely basis
• Coordinating travel arrangements, scheduling of conference rooms, and catering for meetings
• Receiving visitors and maintaining good public relations with clients and retaining confidentiality of attorney-client relationship
• Maintaining open communication with attorney and/or paralegal assigned to and other team members regarding the status and quality of all work in progress
• Arranging for assistance from administrative staff departments (document processing, photocopy, facsimile, mailroom personnel, and accounting) as necessary to complete work assigned
• Acting as backup to other module team members to support additional attorneys or paralegals when necessary
• Maintaining attorney CLE compliance records in conjunction with CLE coordinator
• Processing expenses for attorneys/paralegals, utilizing Firm standard software
• Acting as liaison for new attorneys in the onboarding process by conducting orientation on Firm/departmental procedures
• Performing other duties as assigned at the request of the Manager, attorneys, and/or paralegals

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