Legal Secretary
📋 Role Overview & Responsibilities
D3 Search is actively recruiting the following T&E Legal Secretary candidate on behalf of a prominent and well-established law practice located in Pasadena, CA (91101).
Position Title:T&E Legal Secretary | 5+ years of relevant experience required.
Location/Map:Pasadena, CA | 91101
Employment Status:Full-time/direct-hire employment. Non-exempt role (OT in accordance w/ CA laws).
Employer Work Model:Hybrid work model.
Position Summary:The T&E Legal Secretary supports attorneys in the firms' Trust & Estates and Probate practices. Successful candidates will be proactive contributors with a robust knowledge of trust procedures and probate court rules.
Duties & Responsibilities:Support attorneys in trust and estate matters.Communicate with clients and potential clients directly.Conduct screening calls with potential clients.Support attorneys in finalizing will, trust and estate documents for client signature.Create, proofread, and revise correspondence, memoranda, engagement letters, waiver of conflicts and other legal documents, and fix formatting issues for documents created incorrectly.Create estate planning binders and related client communications.Draft and record deeds, affidavits, and preliminary change in ownership reports (PCORs).Filing corporate and LLC organization and maintenance documents with the Secretary of StateScan and photocopy documents, send documents to clients via mail or email as requested.Maintain paper files (as needed) and electronic files in document management system (iManage).Follow department naming conventions and document filing practices.Prepare new client matter forms, initiate conflict checks, open and set-up new client files.Maintain attorney CLE records and certificates of attendance and keep file of same.Maintain attorney calendars, confirm appointments, prepare files for meetings with clients.Schedule conference calls and make travel arrangements, including department meetings.Prepare travel expense reports and submit reimbursement requests to Accounting Department.Maintain and update attorney contact lists.Open incoming and interoffice mail, review for content and direct accordingly.Enter, revise and balance attorney time on billing system, send monthly bills to clients, work closely with Accounting Department to resolve client billing issues.Complete attorney registration to various courts and state agencies.Create, modify, and finalize presentation materials for webinars, seminars, and training purposes.Provide overflow assistance to other secretaries as needed.Plans for absences by organizing desk and providing detailed handoff instructions to secretarial team providing coverage.Assist with overtime assignments when required.
Qualifications:High School Diploma or GED equivalent required; college degree preferred.Certified notary or willingness to become a notary within 6 months.Paralegal certificate a plus.Understanding of probate court rules, filing processes and procedures.Knowledge of general litigation deadlines and litigation processes.Experience supporting active trust and estate practices.Highly organized, detailed oriented and able to produce accurate work product.Ability to work with multiple lawyers on multiple client matters at the same time.Personable, approachable and possesses a high level of integrity and accountability.Enjoys working with a diverse range of individuals and demonstrates compassion and diplomacy when dealing with clients.Trustworthy and able to maintain absolute confidentiality in all HR matters.Consistently positive and professional demeanor.Strong verbal and written communication skills.Demonstrates initiative, resilience, and resourcefulness to follow directions accurately and work independently.Experience with and a high level of proficiency required for Microsoft Office (Word, Excel & PowerPoint), iManage (or similar DMS), CCC Macros (or similar template tools), and Adobe Pro.
Compensation/Salary/Benefits:Starting salary is 95K (DOE/DOQ), plus a robust & comprehensive benefits package, generous PTO, 401K, paid parking (onsite), annual review/raise, annual bonus (based on performance/merit), and many other notable employee-centered perks, etc.
If interested in this full-time/direct hire T&E Legal Secretary role with this well-established law practice located in Pasadena, CA (91101), and you meet the above qualifications/requirements, please contact the following D3 rep.:
Don Moser | D3 Search📡 www.d3search.com📩 don@d3search.com | ☎️ 213-785-2485
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This position is located in Pasadena, CA with potential relocation and sponsorship assistance depending on candidate qualifications.
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