Legal/Executive Assistant Job at Patricia Scott Law, APLC in Alameda

Legal / Executive Assistant

Patricia Scott Law, APLC

Location: Alameda, CA

Hours: 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.

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 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 and Document Management

• Scan, 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.

Collaboration and Workflow

• Work closely with the firm’s paralegal to offload administrative tasks and free her to focus on billable legal work.
• 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.

Qualifications

Experience: 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.

Seniority level

• Entry level

Employment type

• Full‑time

Job function

• Administrative

Industries

• Law Practice

Location: Alameda, CA – Salary: $118,150.00 – $139,000.00