Administrative Assistant - Estate Planning

About the Role

We are seeking a dedicated Administrative Assistant to join the Estate Planning department at Long Hagan Huff-Harris. This full-time position based in Roslindale and Duxbury, MA, involves providing essential support alongside the Estate Planning Paralegal. The assistant will oversee estate plan signings, organize documentation, manage client communications, and operate within a dynamic legal environment.

Key Responsibilities

• Attend and witness estate plan signing sessions.
• Handle post-signing document processing including binder assembly and organization.
• Verify completeness and accuracy of client, witness, and notary signatures.
• Apply notary stamps and seals on final documents.
• Edit documents in Microsoft Word as necessary after signing.
• Manage printing, scanning, uploading, and storing estate planning binders.
• Organize digital files within platforms such as Google Drive, Clio, and client portals.
• Prepare finalized binders for client pickup or for mailing through Stamps.com.
• Draft and send client correspondence to gather information, provide updates, or notify regarding document completion.
• File property-related paperwork with Registries of Deeds and other relevant state registries.
• Maintain orderly physical and electronic client record systems.
• Compose and dispatch communications with clients, attorneys, financial advisors, insurance agents, courts, and other professionals via phone and email.
• Detect and escalate discrepancies or errors in documentation promptly.
• Travel as needed between office locations and postal facilities.
• Support other administrative duties assigned as necessary.

Candidate Requirements

• Exceptional attention to detail to ensure error-free estate planning documents.
• Strong organizational abilities to juggle multiple projects and document types simultaneously.
• Proficiency with Microsoft Word, Adobe Acrobat, Google Drive, various client portals, and legal management software such as Clio.
• Excellent written and verbal communication skills for professional interaction with internal and external stakeholders.
• Adherence to established processes and deadlines with consistency and accuracy.
• Flexibility to prioritize and manage shifting responsibilities in a fast-paced environment.
• Access to reliable transportation for traveling between offices and completing occasional errands.

Ideal Candidate Attributes

• Dependability and reliability in work ethic.
• Meticulous nature with a passion for detailed tasks and catching mistakes.
• Organized mindset suited for structured workflows.
• Adaptability to changing priorities and multi-tasking challenges.

Additional Information

Location: Roslindale, MA and Duxbury, MA

Salary: $24 to $26 per hour, paid bi-weekly

Benefits include:

• Competitive hourly pay
• 401K with company matching up to 4%
• Employer subsidized health insurance covering 50%
• Dental and vision insurance
• Flexible Spending Accounts (FSA) and Dependent Care Savings Accounts
• Life insurance coverage
• Ongoing professional development opportunities
• Reimbursement for notary oath and renewal fees
• Generous paid time off: 27 days including vacation (10 days), personal days (4 days), and paid holidays (13 days)
• Five sick paid days annually

Long Hagan Huff-Harris is an award-winning boutique law firm specializing in Family Law, Trusts & Estates, and Business Law, dedicated to transparent client service and fostering a culture that values diversity and community connection.