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About the Role
We are seeking a highly organized and detail-oriented Legal Assistant to join our dedicated Trusts & 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.
- Review calendars and prepare 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 and GAL 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.
- Promptly scan and save all documents 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.
- Experience with NetDocuments or similar document management system.
- 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.
Skills
- Document management
- E-Filing
- Trust administration
- Client service
- Case management system utilization
- Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
- Kofax
- Microsoft Teams
- NetDocuments
Location
- Buffalo, NY
Work Type
- Full-time
- M-F, 8 AM- 5 PM
Experience Level
- 1-3 years
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.