Job Title: Trusts and Estates Legal Administrator

Location: Cleveland OH 44114

Salary/Payrate: Salary DOE and AWESOME benefits!!!

Work Environment:  Onsite (2 days WFH per month)

Work Week Hours: 36.25

Term: Permanent / Fulltime

Bachelor’s degree required:  No

Referral Fee: AMS will pay $500 should the person you refer gets hired

JOB DESCRIPTION #LI-BK1

Calendaring and Scheduling - Generally:

• Calendar and schedule office meetings, Zoom meetings, and telephone conferences with internal team members, clients, outside advisors, and others as directed by assigned attorney and other attorneys working with assigned attorney.
• Book conference rooms and ensure equipment is prepared and ready for all meetings.
• Remind attorney of upcoming meetings and coordinate with attorney to determine need for file and/or other materials in advance of scheduled meeting.

New Client Matters:

• Prepare and forward engagement letters to potential clients for assigned attorney by RightSignature, email, or mail. Track need for follow up as requested by attorney.
• Ensure attorney completes new client intake form for Aquene to create electronic file in accordance with firm policies and procedures.
• Create physical file for new matters in accordance with attorney instruction and preference.
• Send new client intake questionnaires to client and follow up on their secure return in accordance with attorney instruction.
• Organize materials/files provided by client and/or former attorney.

Estate Planning Tasks:

• Prepare assigned attorney and assisting attorneys for initial estate planning meetings and signing meetings.
• Associates are to prepare all estate planning documents. Assistants are responsible for revisions to draft estate planning documents as instructed by attorney and attorneys working with assigned attorney; review and proofread draft documents for grammar and formatting errors prior to mailing; scan and mail draft estate planning documents sent to client.
• Upon approval of draft estate planning documents by the client, prepare final documents for signing, allowing enough time for the attorney to review final documents in advance of meeting.
• Prepare assigned conference room for signing meeting and greet client upon arrival; check assigned conference room upon completion of signing meeting for items left behind.
• As needed, serve as witness for execution of estate planning documents for assigned attorney.
• As soon as practical, place original documents in Will vault in accordance with firm policy and place appropriate copies into physical file as instructed by attorney.  
• Mark location of original documents in Centerbase in accordance with firm policy.
• Update physical and digital files and binders with updated estate planning documents and remove superseded documents in accordance with the firm’s policy and/or attorney preference. This includes attorney binder copies for attorney ease of reference.
• Prepare physical and digital binder of estate planning documents for mailing within attorney’s requested timeframe, and calendar next estate planning “check in”, if appropriate.
• Forward electronic copies of estate planning documents or asset titling recommendations to client or other parties pursuant to client or attorney request.
• Record deeds with county recorder or using Simplifile or other related software.

Trust and Estate Administration Tasks:

• Obtain original estate and trust administration documents from the vault as requested by attorney or other Group member assigned to file.
• Using appropriate naming conventions as created by the T&E Practice Group, scan and mail (regular, certified, or otherwise) probate and trust administration documents pursuant to instruction by partner’s assigned Group (Group A or Group B) within the timeframe requested. Legal assistants may be asked to assist the attorney in mailing income tax information to clients and appropriate tax authorities, especially during tax season.
• Assist in preparation of tax packages including for filing including for Forms 706, 709, and other tax related filings.

Other Tasks:

• Pick up attorney mail on a daily basis.
• Using appropriate naming conventions, scan attorney mail and provide to attorney for review and disbursement to Group as necessary within 24-48 hours of receipt.
• Using appropriate naming conventions, download and save into Netdocs any financial statements from institutions as requested by attorney from external financial portal.
• Assist attorney with reimbursement of expenses. This could include reimbursements for professional obligations and dues, firm reimbursements for cell phone and client meetings, or other reimbursements to external organizations as requested by attorney.
• Other administrative tasks assigned by attorney.
• Knowledge of court forms/filings and procedures in most or all of NE Ohio counties.

Other: Software/Products/Benefits

• Knowledge and use of all Office 365 software including: WORD, Excel , Outlook needed and other commonly used Microsoft office products such as Powerpoint preferred.
• Use of Adobe, Sharefile/RightSignature, NetDocuments, Centerbase, Zoom, Teams and calendaring skills will be learned if not known as they are commonly used software daily.