Executive Assistant

Carlile Patchen & Murphy LLP is seeking an experienced and trusted Executive Assistant to support our Family, Wealth, and Estate Planning Practice Group.

In this role, you will provide strategic, high‑level administrative support that keeps priorities organized, workflows moving, and daily operations running smoothly, enabling the attorneys you support to stay focused on complex work and exceptional client service.

This position calls for a highly organized, proactive professional who communicates clearly, manages sensitive information with care, and stays ahead of shifting needs. You should be comfortable working independently while contributing to a collaborative, fast‑paced environment.

Experience supporting executives in a law firm or professional services environment is strongly preferred, along with a Bachelor’s degree. If you are a proactive, detail‑driven professional who thrives in a high‑performance culture, we invite you to bring your expertise to our team.

Responsibilities:

• Control calendars of multiple assignments by acting as gatekeeper; prepare necessary documents for execution by proactively reviewing calendars and making necessary accommodations for client meetings.
• Draft estate planning documents such as powers of attorney, wills, trust agreements and probate pleadings
• Assist with client matter management including preparation of engagement letters, preparation of client intake materials, scheduling client meetings and calls, managing document e-signing, and scheduling client follow up.
• Proofread and edit correspondence, memoranda, and court filings.
• Attend client meetings with managing attorney to witness and notarize estate planning documents; conduct client meetings as necessary for simple estate plans; provide notarization services for clients who stop in office; meet with clients who drop off documents and have questions – answer as appropriate or obtain answer.
• Provide positive contact with clients, referral sources, potential clients.
• Assist with incoming and outgoing client and court communications such as phone calls, emails, mail, and fax.
• Send and retrieve documents via Right Signature and Sharefile.
• Assist with client file maintenance, records management, and practice group projects; monitor follow up diary system to maintain contact with existing estate planning clients; maintain newsletter database of clients via Constant Contact; maintain list of website referrals and attorney assignments; assist with updating and creating Forms for Estate Planning; docket for tax work, probate, etc.
• Provide support in the preparation of exhibits to pleadings and tax returns.
• Assist assignments with board memberships/volunteer duties as necessary (document drafting, editing, creating, sending items out electronically for signature, etc.
• Train new team members the best practices for FWP
• Enter time entries for monthly Accounting Dept. close; review and collaborate with A/R and A/P as necessary to provide quickest client service.
• Edit newsletter articles / publications as required; serve as a backup to other legal assistants in other departments and receptionist as necessary.

Required Qualifications:

• Self-motivated – a team player who collaborates well with other team members but can take ownership of responsibilities
• Highly organized and detail oriented
• Excellent interpersonal and communication skills.
• Highly proficient with Word, Excel and Outlook.
• Proficiency with certified mail.
• Positive contributor to CPM team culture – possesses a do whatever it takes attitude
• Comfortable working in a high-volume, fast-paced environment

Additional Experience a Plus:

• Drafting legal documents and research
• Ability to analyze financial information
• Tax preparation and software
• Certified Notary
• PowerPoint

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Education:

• Bachelor’s (Preferred)

Work Location: In person