Patricia Scott Law, APLC is hiring: Legal/Executive Assistant in Alameda

Overview

Join to apply for the Legal/Executive Assistant role at Patricia Scott Law, APLC.

Location: Alameda, CA • Hours: Full-Time, In-Office

We are a 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 Us

• Our 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 Alameda community, offering pro bono services, educational outreach, and local support on estate planning and administration issues.

Key Responsibilities

• Client Interaction and Office Support: Greet 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 Support: Act as executive assistant to the firm’s Principal; manage 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.

• Legal and Administrative Assistance: Provide administrative support for estate planning signings; organize meetings, prepare materials, and manage logistics.
• 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 and Document Management: Scan, file, and organize legal documents; maintain digital and physical client records per 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.

• Collaboration and Workflow: Work closely with the firm’s paralegal to offload administrative tasks and support billable work.
• Assist team members as needed and contribute to a positive, solution-oriented environment.
• Prioritize tasks independently while remaining adaptable to shifting needs and urgent matters.

Qualifications

• Minimum 2+ years of experience as a legal assistant or executive assistant, preferably in estate planning or trust administration.
• 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).
• Ability to manage highly confidential information with discretion; warm, enthusiastic, and professional demeanor.

Seniority level: Entry level

Employment type: Full-time