Day Pitney LLP
Trusts and Estates Legal Assistant
Day Pitney LLP, West Palm Beach, Florida, United States, 33412
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Trusts and Estates Legal Assistant
role at
Day Pitney LLP .
Position Summary The Legal Assistant is responsible for managing, producing, and processing administrative and client-specific information in a manner that ensures Day Pitney meets its business and client service objectives. The role requires knowledge of trusts and estates practice, court and government filing procedures, and firm compliance policies. A successful Legal Assistant will serve as a client relationship manager, integrating new clients into the firm’s business structure, maintaining critical client information, and coordinating high-volume client and administrative work.
Responsibilities
Perform full range of administrative support for numerous timekeepers independently.
Manage client communication, schedule appointments, and coordinate with internal timekeepers to ensure efficient booking and calendar management.
Schedule and arrange client document execution meetings, serve as witness or Notary Public, prepare documents, and confirm proper execution according to department protocols.
Remind timekeepers of deadlines and anticipate their needs to allow focus on client and firm matters.
Type, edit, format, and proofread moderate to complex documents and assemble documents for execution or electronic filing with courts and agencies.
Establish and maintain client, departmental, and administrative files using established protocols for online client records management and document naming conventions.
Edit billing narratives according to firm time entry standards and obtain financial data and reports for expense tracking and reimbursement submission.
Manage client/matter intake: enter required information into the New Business Intake (NBI) system, draft, finalize, and send engagement letter, communicate billing standards and rates, and overall manage client files.
Locally locate client or matter specific information using firm tools and software; basic Lexis and internet research as needed.
Work collaboratively with internal departments and other timekeepers and legal assistants to complete assignments and meet deadlines.
Delegate work to firm resources (e.g., Word Processing, IT Helpdesk) and review results to effectively complete work assignments.
Qualifications / Requirements
Minimum two to four years of Trusts and Estates legal administrative experience strongly preferred.
Experience handling a wide range of administrative tasks, making travel arrangements, and supporting multiple timekeepers in a fast‑paced environment.
Ability to manage conflicting priorities, produce accurate draft documents from handwritten or pieced sources, and work independently with minimum supervision while contributing to a team.
Excellent verbal, written, organization, analytical, and interpersonal skills; outstanding client service and decision‑making skills.
Familiarity with procedures of courts and regulatory agencies, basic business relationships, and client confidentiality principles.
Proficiency in Microsoft Office (Word, Outlook, Excel, PowerPoint), FileSite/iManage (or similar virtual workspace software), InTapp, CMS, HotDocs, Kofax PDF, and advanced software applications; ability to learn and use advanced software applications.
Notary Public in state of residence (or willingness to become notary in short order).
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Trusts and Estates Legal Assistant
role at
Day Pitney LLP .
Position Summary The Legal Assistant is responsible for managing, producing, and processing administrative and client-specific information in a manner that ensures Day Pitney meets its business and client service objectives. The role requires knowledge of trusts and estates practice, court and government filing procedures, and firm compliance policies. A successful Legal Assistant will serve as a client relationship manager, integrating new clients into the firm’s business structure, maintaining critical client information, and coordinating high-volume client and administrative work.
Responsibilities
Perform full range of administrative support for numerous timekeepers independently.
Manage client communication, schedule appointments, and coordinate with internal timekeepers to ensure efficient booking and calendar management.
Schedule and arrange client document execution meetings, serve as witness or Notary Public, prepare documents, and confirm proper execution according to department protocols.
Remind timekeepers of deadlines and anticipate their needs to allow focus on client and firm matters.
Type, edit, format, and proofread moderate to complex documents and assemble documents for execution or electronic filing with courts and agencies.
Establish and maintain client, departmental, and administrative files using established protocols for online client records management and document naming conventions.
Edit billing narratives according to firm time entry standards and obtain financial data and reports for expense tracking and reimbursement submission.
Manage client/matter intake: enter required information into the New Business Intake (NBI) system, draft, finalize, and send engagement letter, communicate billing standards and rates, and overall manage client files.
Locally locate client or matter specific information using firm tools and software; basic Lexis and internet research as needed.
Work collaboratively with internal departments and other timekeepers and legal assistants to complete assignments and meet deadlines.
Delegate work to firm resources (e.g., Word Processing, IT Helpdesk) and review results to effectively complete work assignments.
Qualifications / Requirements
Minimum two to four years of Trusts and Estates legal administrative experience strongly preferred.
Experience handling a wide range of administrative tasks, making travel arrangements, and supporting multiple timekeepers in a fast‑paced environment.
Ability to manage conflicting priorities, produce accurate draft documents from handwritten or pieced sources, and work independently with minimum supervision while contributing to a team.
Excellent verbal, written, organization, analytical, and interpersonal skills; outstanding client service and decision‑making skills.
Familiarity with procedures of courts and regulatory agencies, basic business relationships, and client confidentiality principles.
Proficiency in Microsoft Office (Word, Outlook, Excel, PowerPoint), FileSite/iManage (or similar virtual workspace software), InTapp, CMS, HotDocs, Kofax PDF, and advanced software applications; ability to learn and use advanced software applications.
Notary Public in state of residence (or willingness to become notary in short order).
#J-18808-Ljbffr