Legal Secretary - Pasadena, United States - D3 Search

Description

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

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 State
• Scan 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 , and you meet the above qualifications/requirements, please contact the following D3 rep.:

Don Moser | D3 Search

|