Legal/Executive Assistant

Position

Legal / Executive Assistant

• Location:** Alameda, CA
• Hours:** Full-Time, In-Office
  
  

Join our **boutique law firm** specializing in trusts and estates law. We pride ourselves on delivering **service-oriented, client-centered, and innovative legal solutions**, and we are looking for someone who shares our dedication to providing exceptional legal support with empathy and integrity.

About Us

• Our Vision:
  
  

We are a boutique firm, known for our empathetic approach, strategic planning, and comprehensive services.

• Commitment to Excellence:
  
  

With over 35 years of combined experience, we integrate modern technology, innovative strategies, and a client-first mindset to deliver superior results.

• Culture of Compassion:
  
  

Our firm fosters a supportive and inclusive environment where every team member is engaged in continuous professional development.

• Community Engagement:
  
  

We are actively involved in the tight-knit Alameda community, and we offer pro bono services, educational outreach, and local support to promote awareness on issues relative to estate planning and administration.

Key Responsibilities

Client Interaction and Office Support

• Greet and interact with clients warmly, maintaining a cordial and professional demeanor in person, over the phone, and via email.
• Handle incoming and outgoing mail and package deliveries; securely log and process documents.
• Manage front desk responsibilities including answering calls, scheduling appointments, and maintaining a welcoming office environment.
  
  

Executive Support

• Act as executive assistant to the firms Principalmanage calendar, schedule meetings, hearings, and coordinate deadlines.
• Maintain discretion and professionalism when handling sensitive firm and client information.
• Handle expense entries and tracking, ensuring timely submissions and reconciliations.
  
  

Legal and Administrative Assistance

• Provide comprehensive administrative support including organizing meetings, preparing materials, and managing logistics for estate planning signings.
• Draft, proofread, and finalize correspondence, memoranda, pleadings, and estate planning documents with a high level of accuracy.
• Prepare documents for execution and assemble final binders for client delivery.
• Assist with notarization or witnessing as needed during signing appointments.
  
  

File and Document Management

• Scan, file, and organize legal documents, maintaining both digital and physical client records in accordance with firm protocols.
• Open, close, and maintain legal files; prepare closing documents and ensure files are audit-ready.
• Manage calendaring systems and set up automated reminders for deadlines and client matters.
  
  

Collaboration and Workflow

• Work closely with the firms paralegal to offload administrative tasks and free her to focus on billable legal work.
• Assist team members as needed, contributing to a positive, solution-oriented work environment.
• Prioritize tasks independently while remaining adaptable to shifting needs and urgent matters.
  
  

Qualifications

Experience:

Minimum 2+ years of experience as a legal assistant or executive assistant, preferably in estate planning or trust administration.

**Skills: **

• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• High attention to detail and proofreading accuracy.
• Proficiency with Microsoft Office Suite (Word, Outlook, Excel), Dropbox and Google Suite; familiarity with legal practice management or document automation software is a plus (Clio)
  
  

**Professionalism: **

Ability to manage highly confidential information with discretion.

Warm, enthusiastic, and professional demeanor.<