About Macfarlane Ferguson & McMullen
Since 1884, our firm has been a trusted presence in the legal community, providing exceptional legal counsel to individuals, families, and businesses across a broad range of practice areas, including corporate law, estate planning, real estate, business law, litigation, employment law, and family law.
We are dedicated to delivering the highest quality legal services while fostering a workplace built on integrity, collaboration, professionalism, and respect. Our culture is one of our greatest strengths, and we take pride in creating an environment where team members are valued, supported, and empowered to succeed. Equally important is our commitment to making a positive impact on the communities we serve.
Position Summary
The Legal Assistant provides administrative support to attorneys practicing in Corporate, Estate Planning and Trusts & Estates law. This position is responsible for assisting with corporate, estate planning and probate matters, document management, client communications, court and filing deadlines, and overall case and matter management support. The ideal candidate is highly organized, detail-oriented, client-focused, and capable of managing multiple priorities in a fast-paced professional environment.
Essential Duties and Responsibilities
Corporate Law Support
- Maintain list of client entities (i.e. new, changed, dissolved) in all jurisdictions.
- Assist with annual report filings and other entity maintenance filings.
- Maintain corporate records books, entity charts and entity data management.
- Assist attorneys with coordinating document execution and signature collection, organizing documents, and assembling closing binders.
- Assist with certified mailings to IRS and other governmental agencies.
- Maintain filing deadlines and assist with ensuring compliance with corporate reporting requirements.
Estate Planning, Trusts & Estates Support
- Assist with estate planning, probate and trust administration matters, including properly saving, updating and preserving client information.
- Assist with certified mailings to IRS, beneficiaries, etc.
- Assist with estate planning signings, organizing signed estate planning documents and assembling estate planning binders.
- Maintain vault list and original documents placed in the vault.
- Maintain ILIT list, premium payments and crummy notices.
- Maintain list of trustee and personal representative obligations of the attorneys.
- Maintain trust account ledgers for various trust receipts and payments.
- Maintain probate calendars, deadlines, and hearing schedules.
Administrative Support
- Manage attorney phone calls, calendars, appointments, and deadlines.
- Manage attorney CLE, PTIN, notary and other practice registrations and renewals.
- Maintain select supplies requested by the attorneys (pens, plastic sleeves, legal pads, folders, redwells).
- Open, maintain, and close client files in accordance with firm procedures.
- Draft emails and correspondence and proofread legal documents for accuracy.
- Edit documents for formatting cleanup, page breaks and separate signature pages as needed to finalize and print for signings.
- Create redline comparison documents as requested by the attorneys.
- Create organizational charts and slide shows for meetings and presentations.
- Coordinate client meetings, document signings, and notarization services.
- Process incoming and outgoing mail, emails, documents, notices and service of process.
- Manage wires and check requests for attorneys and clients.
- Enter attorney time entries, prepare and revise prebills, coordinate attorney billing reviews, and finalize and distribute client invoices in accordance with firm policies and client billing requirements.
- Provide exceptional client service and maintain confidentiality of sensitive information.
Qualifications
- Minimum of 3 years of legal assistant experience, preferably in Corporate and/or Trusts & Estates practice areas.
- Strong knowledge of legal terminology, court procedures, and document preparation.
- Experience supporting estate planning, probate, or trust administration matters preferred.
- Proficiency with Microsoft Office Suite (Excel, PowerPoint, Outlook), Adobe Acrobat, Aderant (CMS/Citrix), NetDocs, OneDrive, Litera Compare (or similar document redlining programs), and legal practice management software.
- Excellent organizational, communication, and time management skills.
- Ability to manage multiple projects and deadlines with a high level of accuracy.
- Strong proofreading and attention-to-detail skills.
- Ability to exercise discretion and maintain confidentiality.
Education
Associate degree or equivalent combination of education and experience preferred.
Core Competencies
- Attention to Detail
- Client Service Orientation
- Professional Communication
- Organization and Prioritization
- Problem Solving
- Initiative and Accountability
- Material Comprehension for Determining Task Handling
- Team Collaboration
- Confidentiality and Professionalism
Benefits
We recognize that our employees are our most valuable asset and are committed to providing a comprehensive benefits package that supports their health, financial well-being, and work-life balance. Eligible employees may participate in medical, dental, and vision insurance plans, employer-sponsored retirement savings programs, paid time off, paid holidays, life and disability insurance, and professional development opportunities. We also offer a collaborative work environment, opportunities for career growth, and the chance to work alongside experienced professionals dedicated to delivering exceptional service to our clients.
Work Location
This position is a full-time, onsite position. We believe that collaboration, mentorship, and client service are best achieved through regular, in-person interaction, and our team benefits from working together in a professional office environment. This role offers the opportunity to work closely with experienced attorneys and colleagues while contributing directly to the success of our clients and the firm.
