Administrative Assistant / Legal Assistant

The Legal Assistant will provide full-time administrative and client support to our Asheville estate planning and administration office. Specific examples of typical duties include:

·       Professional and friendly interaction with clients and internally via phone, email, and in person

·       Open, maintain, and close client files (electronic and hard files); create and maintain contacts and matters in the practice management system

·       Assist with clients as needed, including serving as witness and/or notary to document execution, scanning and processing client documents, preparing correspondence and filings, etc.

·       Gather information and documents from clients, prepare client files for meetings, and process files, notes, and executed documents after client meetings

·       Support the estate administration funding process, including assisting clients with transferring assets (bank accounts, real property, etc.) into their trusts, tracking funding status, and following up with clients and financial institutions as needed

·       Assist with EstateCare clients, including preparing for annual renewals and annual review meetings, and processing executed documents and files after review meetings

·       Schedule meetings and appointments, and serve as backup scheduling support for the office

·       Document tasks and client interactions in the practice management and billing systems on a daily basis

·       Provide backup administrative support for the office as needed

·       Assist attorneys with ad hoc tasks and special projects as assigned

·       Be dependable; maintain strict confidentiality; be punctual and meet deadlines

·       Work as a team with a high level of communication and interdependence with other staff members, but also take ownership of workflow and assigned projects and work independently to accomplish tasks in an efficient manner

·       High school diploma or equivalent required; no bachelor’s degree required

·       2 years’ experience in an office/administrative support role preferred (e.g., professional office, medical office, banking, or similar setting); prior law firm experience is not required

·       Must be certified or be eligible to obtain a North Carolina Notary Commission

·       Positive attitude and proactive personality with excellent interpersonal skills, including a desire to interact and maintain professionalism with clients, attorneys, staff, and other professionals

·       Strong communication skills, including written and verbal, with impeccable spelling and grammar

·       Friendly and professional telephone presence

·       Highly organized and detail-oriented, with the ability to multi-task, prioritize tasks, handle multiple projects simultaneously, and adapt quickly in a fast-paced environment

·       Tech-savvy and comfortable learning new software and technology, including scheduling tools and data entry systems; proficiency with Microsoft Word, Excel, PowerPoint, and Outlook; ability to learn and operate the firm’s other software applications (e.g., Clio, NetDocuments) within a reasonable period

·       Ability to work, problem solve, and find solutions independently and as part of a collaborative team

·       Ability to follow established processes/systems, but also identify inefficiencies and suggest improvements

·       Ability to sit and work on computer-based programs for up to the majority (80-90%) of the workday

As part of the support team, this position will have regular interaction with firm attorneys and other staff. From time to time, your job responsibilities may change, and you may be asked to assist on firm-wide projects. This job description does not contain a comprehensive list of activities, duties or responsibilities that are required, which may also change as the firm’s needs change.