Trust & Estates​/Corporate Legal Assistant

JOB DESCRIPTION

Job Title: Trust & Estates / Corporate Legal Assistant

Department: Corporate

Location: Westlake Village

Position Summary

The Trust & Estates / Corporate Legal Assistant provides comprehensive administrative and legal support to attorneys within the Trusts & Estates and Corporate practice groups. This role supports transactional matters through document preparation, client communication, calendaring, billing coordination, and overall matter management. The ideal candidate is detail-oriented, highly organized, and able to manage multiple priorities in a fast-paced law firm environment.

Essential Duties and Responsibilities

• Provide administrative and legal support for corporate, trust and estates, and general transactional matters.
• Draft, proofread, revise, and finalize legal documents, correspondence, engagement letters, and governance materials.
• Assist in the preparation and organization of estate planning documents, including wills, trusts, powers of attorney, healthcare directives, and related instruments.
• Assist with preparation of corporate documents, including agreements, cap tables, bylaws, and other governance materials.
• Draft document “shells” and locate precedent documents within the firm’s document management system.
• Troubleshoot formatting and ensure accuracy and consistency of legal documents.
• Maintain client files (electronic and hard copy) and prepare new matter intake forms.
• Open new matters for assigned attorneys, including completion of file opening documentation.
• Manage attorney calendars, schedule meetings (virtual and in-person), and track deadlines.
• Coordinate conference room reservations, arrange equipment needs, and organize catering as needed.
• Manage and track attorney CLE records.
• Prepare and submit expense reports, review and revise attorney time entries, and assist with billing and invoicing coordination.
• Communicate professionally with clients, opposing counsel, and internal staff.
• Notify attorneys promptly of incoming mail and deliveries.
• Coordinate workflow and prioritize assignments to ensure all deadlines are met.
• Arrange attorney travel and related reservations.

Qualifications

• Minimum of 3 years of law firm experience as a legal assistant, legal secretary, or paralegal, preferably with Trust & Estates experience.
• Bachelor’s degree preferred.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with Net Documents (Net Docs) strongly preferred.
• Exceptional organizational skills with strong attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Professional demeanor with the ability to build effective relationships with attorneys, staff, and clients.
• Ability to maintain strict confidentiality and exercise sound judgment.
• Strong critical thinking and problem-solving skills.
• Ability to work overtime as needed.
• Reliable attendance and punctuality required.
• Notary Public certification strongly preferred.

Physical Requirements

• Ability to lift up to 25 pounds.
• Frequent sitting, typing, bending, standing, kneeling, and reaching.
• Ability to remain seated for extended periods.
• Ability to move throughout the office as needed to support various departments.