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About the Role

We are seeking a highly organized and detail-oriented Legal Assistant to join our dedicated Trust & Estate Department. The successful candidate will play a key role in providing administrative support to attorneys, contributing to the efficient operation of our legal practice.

Responsibilities

• Prepare and maintain various documents, including Wills, Power of Attorney, Living Wills, Health Care Proxies, and various Trust Agreements.
• Anticipate attorney needs by reviewing calendars and preparing necessary documents for client meetings.
• Manage E-Filing for Attorneys and Paralegals, especially with Surrogate's Court.
• Coordinate appointments, meetings, teleconferences, video conferences, and business travel.
• Work with trustee to maintain trust files, annual accountings, tax documents, and returns.
• Assist trustee with beneficiary requests and distributions.
• Ensure effective communication with co-trustees, beneficiaries, financial advisors, and government regulators.
• Prepare and proofread legal documents, ensuring accuracy and adherence to firm standards.
• Perform the opening and closing of files as requested.
• Ensure all documents are promptly scanned and saved in the designated system, both in paper files and the original document's secured environment.
• Provide professional, efficient, and friendly client service on the telephone and in person.
• Coordinate with clients, external counsel, and other vendors to obtain and exchange information and documentation related to legal matters.
• Assess the urgency of situations, determine appropriate actions, and keep management informed.
• Utilize the case management system for electronic data management of legal files.
• Collaborate with administrative staff and legal professionals to ensure a smooth workflow.
• Provide admin support, including maintaining calendars, setting up meetings, coordinating courier deliveries, and sorting and distributing mail.

Requirements

• Experience in original document management within a secure environment.
• Familiarity with document security protocols and best practices.
• Proficiency in utilizing established systems for the storage and retrieval of legal documents.
• Trust administration experience, including maintaining trust files, processing annual accountings, tax documents, and effective communication with trustees, beneficiaries, financial advisors, and government regulators.
• Hold a notary license or be open to obtaining one.
• 1-3 years prior law firm administrative assistant experience preferred.
• Working knowledge of Kofax, Microsoft Teams, and Microsoft Office Suite: Outlook, Word, Excel, and PowerPoint.
• Strong typing, computer, organizational, and administrative skills with meticulous attention to detail.
• Excellent communication and interpersonal skills.
• Ability to prioritize workload and independently manage multiple tasks.
• Must be a team player and use firm resources effectively and efficiently.
• Must maintain professional contact with attorneys and staff and observe confidentiality of client and firm matters.
• Type a minimum of 60 wpm.

Skills

• Document management
• Trust administration
• Communication
• Kofax
• Microsoft Teams
• Microsoft Office Suite
• Outlook
• Word
• Excel
• PowerPoint
• Typing
• Computer skills
• Organizational skills
• Administrative skills
• Attention to detail
• Interpersonal skills
• Prioritization
• Task management
• Teamwork
• Confidentiality

Location

• Buffalo

Work Type

• Full-time

Experience Level

• 1-3 years prior law firm administrative assistant experience preferred

Salary/Compensations

• $20-$30 per hour

About the Company

• Woods Oviatt Gilman LLP is a leading and reputable full-service law firm dedicated to providing exceptional legal services to our clients.
• Headquarters are located in Rochester, NY with additional offices in Albany and Buffalo, NY.
• We foster a collaborative and inclusive work environment where every team member is valued and respected.
• We encourage open communication, teamwork, and professional growth.
• Our firm promotes a healthy work-life balance and supports the well-being of our employees.

Equal Opportunity

• Woods Oviatt Gilman LLP is an Equal Opportunity Employer.
• We value an open mind, dedication to work, and a collaborative spirit.
• We hire based on these qualities, a job’s requirements, our business needs, and an applicant’s qualifications.
• We do not tolerate discrimination or harassment of any kind—in the hiring process or in the workplace.
• We comply with the ADA and consider reasonable accommodation measures that may be necessary for eligible applicants/employees to perform essential functions.
• We participate in E-Verify.
• We will provide the federal government with employees’ Form I-9 information to confirm authorization to work in the U.S.
• We will only use E-Verify once an employee has accepted a job offer and completed Form I-9.