Executive Legal Assistant / Office Administrator

About the Position

Pugno Trust is an established solo law practice (22+ years) in Fair Oaks focusing on estate planning, trust administration, probate, and related matters.

We are seeking an experienced Executive Legal Assistant / Office Administrator to work directly with the attorney and take primary responsibility for the day-to-day administrative operation of the office.

This is not primarily a paralegal position. Although the position includes substantial legal-assistant responsibilities, we are particularly interested in someone who is exceptionally organized, takes initiative, anticipates needs, follows matters through to completion, and is comfortable taking ownership of the attorney’s calendar, communications, administrative needs, and the operation of a small professional office.

The successful candidate will become the principal administrative and client-service person in the office and will have substantial independence. The attorney is periodically out of the office, so we need someone who can keep the office organized and functioning without requiring constant direction.

Our clients include many older adults, retirees, trustees, executors, and families dealing with the death of a loved one. Patience, professionalism, judgment, and excellent client communication are therefore particularly important.

Schedule

This is a regular 32-hour-per-week, in-office position:

Monday–Thursday: 8:30 a.m.–4:00 p.m.
Lunch: 12:00–12:30 p.m. unpaid
Friday: 9:00 a.m.–1:00 p.m.

There is no evening or weekend work, and Friday afternoons are off.

The position is based at our Fair Oaks office and requires reliable in-person attendance.

Executive and Administrative Support

A major part of this position is helping the attorney stay organized, focused, and productive. Responsibilities include:

• Managing the attorney’s calendar, appointments, deadlines, and schedule.
• Scheduling and confirming client meetings, telephone calls, professional appointments, and other commitments.
• Coordinating travel arrangements and related scheduling.
• Anticipating scheduling conflicts and administrative needs and resolving them whenever possible.
• Monitoring tasks and commitments and following up to make sure things do not fall through the cracks.
• Organizing information and materials the attorney will need for meetings, appointments, travel, and other commitments.
• Helping prioritize incoming communications and identifying matters requiring the attorney’s attention.
• Handling routine administrative matters independently rather than simply forwarding every question to the attorney.
• Keeping the attorney informed of matters requiring attention without creating unnecessary interruptions.
• Taking ownership of assignments and following them through to completion.

Client Service and Office Administration

The person in this position will also serve as the principal administrative contact for many clients and will help keep the office operating smoothly.

Responsibilities include:

• Answering and returning telephone calls and responding to routine client communications.
• Greeting clients and other visitors.
• Receiving documents, payments, mail, deliveries, and other materials.
• Reviewing files to respond to routine administrative status inquiries.
• Determining what information or documents are outstanding and following up to obtain them.
• Identifying questions that require attorney attention and making sure they are followed through.
• Managing the office calendar and scheduling.
• Maintaining organized electronic and physical client files.
• Opening and maintaining new matters.
• Scanning, saving, organizing, and distributing documents.
• Maintaining task lists and following up on outstanding items.
• Preparing invoices, receiving payments, and assisting with basic billing and administrative records.
• Coordinating as necessary with courts, financial institutions, title companies, accountants, fiduciaries, and other professionals.
• Keeping the office functioning and responsive when the attorney is away from the office.

New-Client Intake

Responsibilities include:

• Receiving and responding to prospective-client inquiries.
• Gathering basic information regarding potential new matters.
• Conducting preliminary intake and collecting information needed for conflict checking.
• Explaining consultation procedures and scheduling consultations.
• Sending and following up on…