Adminstrative Assistant

The Administrative Assistant will support the Personal Representation (Trusts & Estates) team with various administrative tasks. These tasks include but are not limited to managing heavy scheduling and calendaring through Outlook, handling billing and expense reports, producing documents, organizing and filing estate planning documents, planning meetings both in-person and hybrid, answering phones, monitoring email, coordinating business development activities, and making travel arrangements.

Responsibilities:

• Use initiative and independent judgment to manage the daily administrative needs of the Personal Rep Department team members. This includes direct communication with both internal contacts and external clients.
• Handle all aspects of attorney travel arrangements, including booking transportation, lodging, and related activities.
• Collaborate closely with the Business Development team on client engagements.
• Screen telephone calls, mail, and visitors, while maintaining electronic notes and tracking the status of communications.
• Prepare various documents, including legal documents, spreadsheets, presentations, letters, memos, and other correspondence.
• Schedule complex work-related activities.
• Establish and maintain organized files and records.
• Work with the Firm’s Finance Department and clients on billing matters, assisting in the preparation of client billing, invoices, and expense reports.
• Screen correspondence and maintain confidential files.
• Complete other assigned tasks and special projects as needed.

Required Skills:

• A Bachelor’s degree is preferred.
• Five to ten years of experience as an administrative, personal, or executive assistant, preferably supporting high-level or C-suite professionals in a Personal Rep/Trusts & Estates team within the legal or professional services industry.
• Proficiency in maintaining calendars, orchestrating on-site and hybrid meetings, and coordinating with relevant stakeholders.
• Solid working knowledge of Microsoft Office (Word, Excel, PowerPoint) and Adobe Professional.
• Experience with billing/invoicing databases and document management systems.
• Ability to accurately prioritize tasks and manage multiple concurrent tasks efficiently while maintaining a professional and courteous demeanor.
• A proactive, energetic, and hardworking team player.
• Willingness to work overtime and weekends when required.