Grand Rapids Legal Secretary - Estate Planning Job at Varnum in Grand Rapids

Grand Rapids Legal Secretary - Estate Planning

Varnum LLP, a Michigan-based, full-service law firm with over 180 attorneys and six offices has a full-time opening for a Legal Administrative Assistant supporting our Estate Planning Practice Team in our Grand Rapids office. We are seeking a candidate who is extremely organized, with keen attention to detail and a superb commitment to client service, who can work independently in this role.

Requirements:

• Strong verbal and written communication skills.
• Technical expertise in MS Office (Outlook, Word, Excel).
• Excellent grammar, proofreading, and organizational skills.
• Willingness to work in a team-oriented service environment with attorneys and staff members to provide excellent service to our clients.
• Willingness to work directly with clients through phone, email and in-person meetings to sign estate planning documents.
• Project management skills with demonstrated initiative, working with multiple attorneys.

Preferred:

• Experience in estate planning, trust and estate administration, and the probate process.
• Bachelor's degree in legal studies or 2+ years' experience as a legal assistant or experience in a law firm, preferably estate planning and/or probate.
• Experience in drafting documents using HotDocs.
• Proficiency with PDF documents and iManage, or other document management systems.

Responsibilities:

• Prepare, edit, and proofread legal documents and correspondence.
• Prepare for and assist with client meetings to review and execute estate planning documents.
• Prepare and file probate documents for estate administration, guardianship, and conservatorship proceedings in Probate Court.
• Support administration of trust accounts working with trustees, beneficiaries, attorneys, and other advisors.
• Transcribe documents from dictation; proofread and edits all documents to ensure accuracy and professional appearance.
• Maintain attorney calendars and deadline reminders, including but not limited to appointments and follow-up dates.
• Enter and proofread time in the billing system.
• Open new files, perform conflict of interest checks through conflicts control system, and maintain all electronic and physical client and general files in a neat and orderly condition. Close inactive files in a timely manner and in accordance with the Record Retention & Destruction Policy and Guideline.
• Schedule appointments, conference calls, and prepare necessary documents and copies for meetings and closings.
• Request checks for filing fees, etc. and attorneys' business expense reimbursements.
• Working as part of a team, assist with legal assistant work overflow or absence coverage as time permits or needs dictate and as requested by other attorneys, paralegals, or Human Resources representatives.
• Attend staff meetings, training sessions and other required employee meetings.
• Copy, type, scan, fax and any other general office duties as needed.
• Maintain confidentiality in all firm and client matters.
• Assist with other firm work as directed by attorney or paralegal.

Job ID: 228

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