Legal Administrative Assistant - Tax | Private Client Services

Description:

Johnson Pope Bokor Ruppel & Burns, LLP is seeking a full-time Legal Administrative Assistant (LAA) for our Tampa office. The Candidate must have a minimum of three (3) years of experience in a law firm or family office setting. The LAA will perform a wide variety of legal administrative duties to attorneys specializing in the representation of ultra-high net worth individuals, families, and their related businesses. This role requires the highest level of discretion, professionalism, and attention to detail while managing administrative and secretarial support for complex legal matters involving sophisticated tax, estate planning, corporate, probate, and trust administration matters.

Why Join Johnson Pope?

At Johnson Pope, we pride ourselves on fostering a collaborative, inclusive, and professional environment where your skills are valued, and your contributions make a difference. As one of Florida’s leading regional law firms, we offer our team members the opportunity to work alongside some of the most respected attorneys in the state, in a firm that supports a strong team environment and actively builds community within the organization.

Position Overview

Candidates must be able to efficiently and accurately manage the administrative responsibilities associated with complex tax, estate planning, corporate, probate, and trust administration matters while ensuring smooth operations and effective coordination of tasks across the team. The LAA will play a key role in preparing documents, coordinating with clients, maintaining accurate records, and supporting attorneys in the delivery of exceptional client service.

Requirements:

Key Responsibilities:

• Prepare, proofread, and edit correspondence, including transmittal letters and correspondence to the Internal Revenue Service, ensuring accuracy in spelling, grammar, format, and content.
• Manage attorney calendars and open matters, including scheduling client meetings, hearings, and deadlines.
• Organize, maintain, and update client files (both electronic and physical), including estate planning binders and probate administration documents.
• Review and edit pre-bills, ensuring they are ready for attorneys’ review and approval.
• Drafting correspondence to clients with invoices and addressing billing related questions.
• Submit new business intake and conflicts checks and opening/closing of client matters.
• Answer telephone calls and routine questions from clients and team members, and/or routing calls to appropriate staff.
• Perform administrative duties such as client file management, general correspondence, expense reports, CLE tracking, check requests, and other administrative tasks.

Essential Knowledge, Skills, and Abilities:

• Attention to detail with strong organizational and time management abilities.
• Proficient in Microsoft Office (Word, Excel, PowerPoint), with the ability to quickly learn other programs. Experience in iManage and Aderant is a plus.
• Excellent communication skills, both written and oral.
• Strong organizational and administrative skills.
• Client service-oriented with the ability to effectively communicate with clients and team members.
• Ability to multi-task, prioritize tasks, and work under pressure to meet deadlines.
• Confidentiality and professionalism in handling sensitive information.
• Ability to work extra hours as needed.
• Self-motivated with a willingness to learn.

Educational/Job Experience Requirements:

• High school diploma from an accredited institution.
• A minimum of three (3) years of experience in a law firm or family office setting is preferred.
• Experience with trust and estate, corporate diligence, or tax.
• Is a notary public or is eligible and will apply shortly following acceptance of the role.

Office Location: Tampa, FL

Note: This job description is not intended to be all-inclusive. Employees may perform other related duties as required to meet the ongoing needs of the Firm.

Equal Opportunity Employment:

Johnson Pope Bokor Ruppel & Burns, LLP is an equal opportunity employer. We are committed to creating a diverse and inclusive work environment and do not discriminate on the basis of an applicant’s or employee’s race, color, religion, national origin, sex, gender identity/expression, sexual orientation, age, disability, veteran status, marital status, citizenship, ancestry, pregnancy, familial status, actual or perceived status as a victim of domestic violence, dating violence, or stalking, or any other legally protected status entitled to protection under federal, state, or local anti-discrimination laws, including applicable laws in Florida. We also provide reasonable accommodations for qualified individuals with disabilities in compliance with the Americans with Disabilities Act (ADA).