About Our Firm

We are a boutique Life & Legacy firm in Western New York serving families, individuals, and business owners through personalized estate planning, real estate,

mediation, and business law services. Our mission is to help clients protect what matters most—family, assets, and legacy—while keeping them out of court and conflict. We’re not your typical law firm. We take a heart- centered, relationship-driven approach to legal planning that emphasizes education, empathy, and peace of mind.

About the Role

We are seeking a Legal Assistant & Client Support Specialist who is both detail-oriented and people-focused. This position blends client coordination, legal administrative work, and systems improvement. You will work directly with the attorney to ensure client matters move smoothly from engagement to completion—while also helping to refine and document our processes as we grow. The right candidate will enjoy creating order, learning independently, and taking initiative.

While the role will start at 15–20 hours per week, it has clear potential to expand into a full- time position with greater responsibility.

Core Responsibilities

Client Coordination & Communication

• Serve as the main point of contact for clients across estate planning, real estate, mediation, and business matters.
• Conduct 15-minute discovery/intake calls and manage scheduling for client meetings, signings, and mediations.
• Guide clients through pre-meeting preparation (forms, portals, document uploads, and next steps).
• Communicate clearly and professionally via phone, email, and Slack, maintaining a warm, reassuring tone.
• Track progress in Lawmatics and Google Workspace, ensuring deadlines, notes, and follow-ups are current.
• Coordinate virtual or in-person signing logistics (notary, witnesses, delivery of executed documents).
• Support ongoing client communication and check-ins between meetings.

Process Development & Workflow Management

• Collaborate with the attorney to build, refine, and document firm workflows for all practice areas.
• Create internal checklists, templates, and automation within Lawmatics.
• Identify opportunities to improve efficiency, reduce redundancy, and enhance client experience.
• Learn independently from written or video resources before seeking clarification, showing initiative and curiosity.
• Help organize and maintain the firm’s operations and procedures manual.

Marketing & Outreach Support

• Assist with social media posting and engagement on platforms like Facebook, Instagram, and YouTube.
• Help prepare and send the firm’s weekly e-newsletter, including light editing, scheduling, and contact management.
• Maintain referral partner and contact lists in Lawmatics.
• Support the planning of community events (e.g., “Wine & Wills,” presentations, and expos).
• Track basic marketing metrics (registrations, event attendance, new client leads).

(*Note: Most physical office tasks, such as scanning or binder assembly, will be handled by another team member.)

Key Skills & Qualities

• Strong written and verbal communication skills—clear, confident, and client-friendly.
• Highly organized with meticulous attention to detail.
• Tech-savvy and comfortable using Lawmatics, Google Drive, Docs, and Sheets.
• Independent learner: capable of finding and applying information from provided resources.
• Process-oriented: enjoys improving systems and building structure.
• Professional and compassionate demeanor, especially when working with families or sensitive matters.
• Reliable, self-motivated, and adaptable in a small firm environment.

Preferred Experience

• 2+ years of experience supporting a law firm
• Background in real estate, estate planning, or mediation/family law preferred.
• Experience coordinating files, clients, or project workflows.
• Experience in Lawmatics
• Notary Public in NY (or willingness to obtain) a plus.
• Comfort with social media platforms and light marketing tasks.

Compensation & Growth

• Starting Rate: $7 per hour, could be higher depending on experience
• Hours: 15–20 per week to start, with the opportunity to expand as responsibilities increase.
• Work Arrangement: Fully Remote

Ideal Candidate Snapshot

You are dependable, thoughtful, and self-starting. You thrive on helping others, organizing information, and turning ideas into systems. You’re the kind of person who learns fast, documents what you learn, and then makes it better.

You’re someone who:

• Enjoys a mix of client interaction and behind-the-scenes organization.
• Finds satisfaction in creating checklists, workflows, and structure.
• Loves learning and improving—whether through videos, guides, or hands-on practice.
• Understands that how clients feel matters as much as what gets done.
• Wants to grow with a mission-driven firm that values authenticity, purpose, and human connection.