Trusts & Estates Legal Administrative Assistant

Please note that Jackson Walker is not currently accepting search firm submissions in connection with this opening.

Department: Trust & Estates

Reports To: Office Administrator

FLSA: Non-Exempt

POSITION SUMMARY:

The Trusts & Estates Legal Administrative Assistant supports the delivery of high-quality legal services by providing administrative and legal support to attorneys within the Firm’s Trusts & Estates Practice.

This role supports attorneys whose work includes estate planning, estate and trust administration, and wealth preservation strategies addressing tax considerations, wealth transfers, family objectives, and charitable giving. Responsibilities include preparing and maintaining documents, coordinating client signings, managing attorney calendars, supporting billing activities, and maintaining responsive client communications.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Trusts & Estates Support

• 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 the return of original documents to clients.
• Prepare and distribute correspondence and legal documents at attorney direction.

Document Production & Technology

• Prepare, proofread, revise, and format correspondence and legal documents.
• Utilize 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 within the Firm’s document management system.
• Organize and maintain physical client files and original documents.

Administrative & Financial Support

• 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.

Client Service & Team Collaboration

• Provide professional and responsive client service, including answering calls and relaying 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.

QUALIFICATIONS:

• High school diploma or GED required; bachelor’s degree from an accredited college or university preferred.
• Minimum of 3 years of experience as a legal assistant preferred.
• 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; iManage experience preferred.
• 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.

WORK CONDITIONS:

This position operates in a professional office environment with standard office equipment. Extended hours may be required to meet deadlines and business needs.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.

We are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, veteran status, sexual orientation, gender identity, marital status, pregnancy, genetic information, or any other characteristic protected by law and will not be discriminated against on the basis of disability. It is our intention that all qualified applicants are given equal opportunity and that employment decisions be based on job-related factors.