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Estate Planning Legal Secretary

Company: AGA Legal Staffing
Location: Pasadena
Posted on: June 24, 2022

Job Description:

The legal secretary supports attorneys in our trusts and estates and litigation practices.Duties and responsibilities--- Support attorneys in civil, commercial and probate court litigation matters, and in trust administration matters--- Enter calendar deadlines in firm calendaring program and monitor deadlines--- Prepare, proof, file and serve court filings (petitions, objections, complaints, answers, ex-parte) and notices of hearing--- Prepare subpoenas and necessary notices, prepare shell discovery requests and responses and monitor discovery deadlines, obtain probate notes, and file supplements when needed--- Create, proof, edit and finalize client estate planning documents--- Coordinate client signings and notarization of final estate plans--- Create, proofread and revise correspondence, memoranda, engagement letters, waiver of conflicts and other legal documents, and fix formatting issues for documents created incorrectly--- Scan and photocopy documents, send documents to clients via mail or email as requested--- Maintain paper files and electronic files in document management system--- 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--- 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, mail or email monthly bills to clients, work closely with Accounting Department to resolve client billing issues--- Complete attorney registration to various courts and state agencies--- Prepare deeds for recording with area Recorder's Office, manage when recorded, forward originals to clients for safekeeping--- Communicate with clients directly or as requested by attorneys--- Create, modify, and finalize presentation materials for webinars, seminars, and training purposes--- Provide overflow assistance to other secretaries as needed--- Assist with overtime assignments when requiredQualifications--- Proof of COVID-19 vaccination required--- High School Diploma or GED equivalent required--- Experience supporting busy Trust & Estates Planning and Administration practice including administration of trusts and probate estates, and court supervised cases--- Knowledge of litigation deadlines and litigation process, preferably in probate court--- Highly organized, detailed oriented and able to produce an 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 and resourcefulness--- Able to follow directions accurately and work independently--- Experience with Microsoft Office (Word, Excel & PowerPoint)--- Notary, or willingness to become a notary

Keywords: AGA Legal Staffing, Pasadena , Estate Planning Legal Secretary, Legal , Pasadena, California

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