Administrative Assistant (Estate Planning & Administration)

Long Hagan Huff-Harris is a respected, award winning boutique law firm serving clients across Greater Boston and the South Shore. They are seeking an Administrative Assistant for their Estate Planning & Administration department to manage client interactions, assist with document preparation, and provide administrative support throughout the estate planning process.

Responsibilities

• Serve as primary contact for client intake and scheduling, including conducting intake calls, scheduling consultations, design meetings, and signings, and coordinating calendars and availability across locations and attorneys
• Send fee agreements, create matters, establish client folders, and update systems (Clio and Monday.com)
• Maintain and update scheduling boards, status trackers, and attorney availability, including coordination with team members for offsite locations (e.g., Vineyard, Hyannis)
• Conduct post-intake follow-up tasks, including searching for docket numbers and deeds (when applicable) and entering detailed notes and calendar items in Clio
• Manage document and workflow processes, including saving design meeting worksheets, preparing documents for signature, and ensuring records are properly stored
• Witness signings for Estate Planning and support execution of estate planning documents
• Track and report on departmental metrics, including updating weekly scorecards and maintaining 'Hours Tracked' reports
• Provide ongoing administrative and client support throughout the lifecycle of estate planning matters

Skills

• Excellent Customer Service Skills – A welcoming and polite demeanor is essential to success in this position. Additionally, clients expect prompt responses and follow-up to all correspondence, whether it's over the phone or by email. It is critical to remain composed even if the client expresses frustration
• Superior Attention to Detail - Ability to switch gears with shifting priorities. Given all the moving parts and daily interruptions, it is critical that the Administrative Assistant be able to shift their attention while still being detail-oriented and focused on quality
• Organized and Systematic - In an environment with lots of moving pieces, systems are essential, and the ideal candidate would have a firm grasp on the importance of organization and following processes to ensure follow through. Additionally, the Administrative Assistant must have an excellent ability to manage multiple on-going projects at various stages of workflow, so superior time-management skills are essential
• Communicative and Collaborative - We are a close team and do our best work based on trust in each other and collaboration. Strong interpersonal, communication, and organizational skills are essential, not only when working within the office, but also working with clients and their families, as well as other professionals in the community
• Self-Motivated and Self-Assured - If you encounter a problem, we want you to be a part of the solution! While we value collaboration, it is important to have the ability to work independently and the ideal candidate would be self-directed
• Strong Computer and Technology Skills - The ideal candidate must be comfortable with using technology daily and learning as needed
• Ability to Manage Up - In the fast-paced environment of the law firm, the Administrative Assistant must manage his or her supervisor to streamline processes, meet client expectations, and meet deadlines
• Compassionate and Caring - As a law firm that frequently assists individuals who are experiencing stressful situations, possessing exemplary listening skills, customer service, and empathy is critical

Benefits

• Competitive Pay
• 401K Company Matching (Up to 4%)
• 50% Employer Paid Health Insurance
• Dental Insurance
• Vision Insurance
• FSA & Dependent Care Savings Accounts
• Life Insurance
• Continuous Professional Development
• 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

Company Overview