Job Details

Position: Legal / Executive AssistantLocation: Alameda, CAHours: Full-Time, In-Office Join our boutique law firm specializing in trusts and estates law. We pride ourselves on delivering service-oriented, client-centered, and innovative legal solutions, and we are looking for someone who shares our dedication to providing exceptional legal support with empathy and integrity.About UsOur Vision: We are a boutique firm, known for our empathetic approach, strategic planning, and comprehensive services.Commitment to Excellence: With over 35 years of combined experience, we integrate modern technology, innovative strategies, and a client-first mindset to deliver superior results.Culture of Compassion: Our firm fosters a supportive and inclusive environment where every team member is engaged in continuous professional development.Community Engagement: We are actively involved in the tight-knit Alameda community, and we provide educational outreach, and local support to promote awareness on issues relative to estate planning and administration. Key Responsibilities:Legal & Administrative AssistanceProvide comprehensive administrative support including organizing meetings, preparing materials, and managing logistics for estate planning signings.Draft, proofread, and finalize correspondence, memoranda, pleadings, and estate planning documents with a high level of accuracy.Prepare documents for execution and assemble final binders for client delivery.Assist with notarization or witnessing as needed during signing appointments.File & Document ManagementScan, file, and organize legal documents, maintaining both digital and physical client records in accordance with firm protocols.Open, close, and maintain legal files; prepare closing documents and ensure files are audit-ready.Manage calendaring systems and set up automated reminders for deadlines and client matters.Maintain accurate and organized case files in accordance with firm or organizational protocols.Assist in preparing documents, reports, and correspondence related to active cases.Support client intake operations by collecting preliminary case information, organizing documentation, and ensuring timely data entry into the case management system.Collaboration & SupportManage calendaring systems and set up automated reminders for deadlines and client matters.Run conflicts of interest checks and obtain appropriate waiver documentation.Schedule meetings, hearings, and appointments as needed.Assist team members as needed, contributing to a positive, solution-oriented work environment.Prioritize tasks independently while remaining adaptable to shifting needs and urgent matters.Collaborate with the firms paralegal to offload administrative tasks and support the client intake process, ensuring timely follow-up and contact with every potential client.Client Interaction & Office SupportGreet and interact with clients warmly, maintaining a cordial and professional demeanor in person, over the phone, and via email.Handle incoming and outgoing mail and package deliveries; securely log and process documents.Manage front desk responsibilities including answering calls, scheduling appointments, and maintaining a welcoming office environment.Executive SupportAct as executive assistant to the firms Principalmanage calendar, schedule meetings, hearings, and coordinate deadlines.Maintain discretion and professionalism when handling sensitive firm and client information.Handle expense entries and tracking, ensuring timely submissions and reconciliations QualificationsExperience: Minimum 2+ years of experience as a legal assistant or executive assistant, preferably in estate planning or trust administration.Skills:Exceptional organizational and time-management skills.Strong written and verbal communication abilities.High attention to detail and proofreading accuracy.Proficiency with Microsoft Office Suite (Word, Outlook, Excel), Dropbox and Google Suite; familiarity with legal practice management or document automation software is a plus (Clio)Professionalism:Ability to manage highly confidential information with discretion.Warm, enthusiastic, and professional demeanor.Proactive problem-solver with a client-first mindset.Work Ethic:Ability to work independently and collaboratively.Comfortable adapting to a fast-paced and evolving work environment.Willingness to handle administrative tasks to support overall team productivity Compensation & Benefits:We are proud to offer a competitive compensation package, including:Base Salary: Competitive pay based on experience and qualifications.Health Insurance: Comprehensive health, dental, and vision insurance to support your well-being.401(k) Plan: A 401(k) retirement plan with employer matching to help you plan for the future.Paid Time Off: PTO offered to ensure rest and recharge.We are committed to transparency and equity in our hiring process. If you have any questions regarding compensation or benefits, please feel free to reach out during the application process. Application Requirements:To be considered for this position, please submit the following:Resume highlighting your relevant experience and qualifications.Cover Letter explaining your interest in this role and our firm. Please also include three (3) professional references.Why Join Us?Client-Centered Mission: We prioritize providing tailored legal strategies that address clients' unique needs, offering holistic support during challenging times.Growth Opportunities: Be part of a firm that values innovation, professional development, and a team-driven culture.Impactful Work: Contribute to helping individuals and families achieve peace of mind through professional excellence and empathetic support.Community and Accessibility: Join a firm that combines traditional values with modern tools, offering virtual consultations and easy-to-use client portals. How to Apply:If youre ready to join a firm that combines compassion, dedication, and innovation, wed love to hear from you. Please send your resume and cover letter to ...@patriciascottlaw.comBe part of a team committed to excellence, empathy, and community impact. We look forward to welcoming a new member to our firm who will help us continue to redefine the future of trusts and estates law.
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