Job Description

Job Description

Job Description

Express Employment Professionals is currently recruiting for a fast-growing, entrepreneurial Estate Planning law firm seeking an experienced and highly organized Legal Secretary to join their team. This position works directly with the Attorney and serves as a key point of contact for clients, helping to ensure an exceptional client experience from initial consultation through ongoing engagement.

The ideal candidate to fill this role will be proactive, a detail-oriented professional, can take initiative, manage multiple priorities, and contribute to the continued success of the team.

Position Summary

The Legal Secretary plays a vital role in maintaining and enhancing client relationships by ensuring timely communication, exceptional service, and seamless coordination of client interactions. This position is responsible for managing client communications, scheduling, database management, event coordination, reporting, and administrative support.

The ideal candidate will have experience in estate planning, trust administration, or probate and possess the ability to work independently while maintaining a high level of accuracy and professionalism.

Key Responsibilities

Client Service & Relationship Management

• Serve as a primary point of contact for prospective and existing clients, delivering exceptional customer service and support.
• Respond promptly to client inquiries and ensure all client needs are addressed professionally and efficiently.
• Maintain strong client relationships and ensure a positive client experience throughout all interactions.

Scheduling & Calendar Management

• Manage the firm's calendar in accordance with established scheduling protocols and time-blocking procedures.
• Schedule consultations, client meetings, and appointments.
• Prepare and send appointment confirmations, reminders, and follow-up communications.

Client Database & Documentation

• Maintain and update the firm's Client Relationship Management (CRM) system to accurately track prospect and client activity.
• Document client meetings and consultations, update client files, and coordinate follow-up actions with the Attorney.
• Ensure client records are accurate, organized, and current.

Workshop & Event Coordination

• Coordinate educational workshops, seminars, and presentations.
• Manage registration records and attendee communications.
• Send confirmations, reminders, and post-event follow-up communications.
• Assist with promoting workshops through the firm's website and social media platforms.

Financial Administration

• Prepare invoices and collect client payments.
• Track and maintain records of all fees paid to the firm.
• Assist with reporting related to client billing and payments.

Referral Partner Relations

• Coordinate communications with referral partners and professional contacts.
• Help maintain strong referral relationships through consistent communication and exceptional service.

Administrative Support

• Answer and direct incoming telephone calls.
• Sort, distribute, scan, and file documents and correspondence.
• Assist with opening and closing office procedures.
• Provide status updates during team meetings.
• Represent the firm professionally and positively in all interactions.

Required Technical Skills

• Microsoft Word
• Microsoft Excel            
• Microsoft Outlook
• Adobe Acrobat

Qualifications

• Be an exceptional listener and communicator.
• Demonstrate a genuine passion for helping others.
• Maintain a positive and professional attitude, even in challenging situations.
• Possess outstanding organizational and scheduling abilities.
• Exhibit exceptional attention to detail.
• Be highly proficient with calendars, email, spreadsheets, word processing software, and internet-based applications.
• Thrive in a fast-paced environment and effectively manage multiple priorities.
• Be adaptable, resourceful, and solutions-oriented.
• Approach all responsibilities with a team-first mindset and willingness to assist wherever needed.
• Demonstrate professionalism, discretion, and sound judgment in all interactions.

If you are a motivated professional who enjoys serving others, building relationships, and contributing to a growing team, we encourage you to apply.

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