Administrative Assistant; Estate Planning

• Notary Oath and Renewal Fees Reimbursement
• Hybrid Work Schedule
• 27 Days PTO;
  Vacation (10), Personal (4), and Paid Holidays Off (13)
• 5 Days Sick PTO, Annually

The Administrative Assistant is a vital support position within the Estate Planning department at Long Hagan Huff-Harris. This role works closely with the Estate Planning Paralegal to assist with estate plan signings, post-signing binder processing, document management, and client communications.

The ideal candidate is highly detail-oriented, organized, and comfortable managing both physical and electronic documents in a fast-paced legal environment. Strong communication skills, the ability to work independently, adaptability, and the ability to identify and correct errors are essential to success in this position.

• Process signed estate planning documents and binders.
• Double-check all required client, witness, and notary signatures are complete and accurate.
• Apply notary stamps and seals to finalized documents.
• Make post-signing edits and revisions in Microsoft Word.
• Print, remove, scan, upload, save, and reassemble estate planning binders.
• Upload and organize documents within Google Drive, Clio, and client portals.
• Prepare finalized binders for client pickup or mailing.
• Prepare outgoing mail using
• Draft client correspondence to obtain information, provide updates, or notify clients regarding completed documents.
• File property-related documents with Registries of Deeds and other state registries.
• Manage and organize both physical and electronic client documents.
• Compose, edit, and send correspondence, including letters and emails, to clients, Registries of Deeds, and outside parties.
• Communicate professionally with clients, Of Counsel attorneys, financial advisors, insurance agents, court systems, and outside professionals via phone and email.
• Identify discrepancies or mistakes in documents and communicate issues promptly.
• Travel between office locations and to the post office, as needed.
• Assist with additional administrative tasks as assigned.

• Superior Attention to Detail – Accuracy is critical in estate planning documentation and binder processing. The ideal candidate must be able to identify missing signatures, inconsistencies, and document errors before finalization.
• Strong Organizational Skills – Ability to manage multiple files, projects, and workflows simultaneously while maintaining organization of both physical and digital records.
• Strong Computer and Technology Skills – Comfortable using Microsoft Word, Adobe Acrobat, Google Drive, client portals, and legal case management systems such as Clio.
• Strong Written and Verbal Communication Skills – Professional communication with clients, attorneys, and outside parties is essential.
• Ability to Follow Processes and Procedures – Estate planning workflows require consistency, precision, and attention to deadlines.
• Adaptability and Time Management – Ability to shift priorities and complete tasks efficiently in a fast-paced environment.
• Reliable Transportation – Ability to travel between office locations and complete occasional post office or registry runs.

• Dependable – more reliable than spontaneous.
• Meticulous – enjoys detail-oriented work and catching mistakes.
• Organized – thrives in structured systems and workflows.
• Adaptable – comfortable handling shifting priorities and multiple projects.

Long Hagan Huff-Harris is a respected, award-winning boutique law firm serving clients across Greater Boston and the South Shore, with offices in Roslindale, Duxbury, and Martha’s Vineyard. Our practice focuses on Family Law, Trusts & Estates, and Business Law. We pride ourselves on transparent service, community connection, and a people-first culture, both for our clients and our team.

Additionally, we are an Equal Opportunity Employer that values the strength diversity brings to the workplace.