Senior Legal Assistant

Job Description:

• Entity & Structure Management
• Maintain and continuously update entity maps across client families
• Track ownership structures (parent/subsidiary relationships, IP entities, real estate entities, etc.)
• Execute entity formations, transitions, and dissolutions based on predefined structures
• Coordinate EIN issuance, BOI filings, and related registrations
• Estate Planning Workflow Execution
• Support trust funding processes (asset alignment, coordination, tracking)
• Assist with deed preparation and execution workflows (e.g., quitclaim, grant deeds)
• Organize and compile estate planning documentation into structured deliverables
• Translate client intent into clear, structured inputs for legal counsel
• Document Preparation & Template Management
• Prepare first-draft documents using firm-approved templates:
• Operating agreements
• MSAs, NDAs, LOIs
• Internal agreements (e.g., intercompany arrangements)
• Maintain and improve document templates over time
• Ensure accuracy, consistency, and completeness prior to attorney review
• Compliance & Lifecycle Management
• Track and manage ongoing compliance requirements across entities:
• Annual filings
• State registrations
• BOI / FinCEN reporting
• Coordinate multi-state entity activities (formation, transfer, dissolution)
• Maintain organized, audit-ready documentation across all client structures
• Attorney & External Partner Coordination
• Serve as the primary point of contact for external law firms
• Scope, manage, and track legal workstreams from start to completion
• Ensure attorneys receive clean, structured, complete inputs
• Review and organize deliverables before internal or client presentation
• Maintain accountability on timelines and deliverables
• Client Interaction & Intake Support
• Lead structured client intake meetings (estate and entity-focused only)
• Gather and organize client wishes, preferences, and structural inputs
• Educate clients on general concepts and process (non-advisory)
• Communicate with clients via email and phone to move projects forward
• Internal Coordination & Systems
• Operate within firm systems including:
• CRM (e.g., HubSpot or equivalent)
• Document & workflow management (Canopy)
• E-signature tools (DocuSign)
• Maintain clean records, notes, and documentation across all client engagements
• Contribute to process improvement and system development over time**This role reports directly to firm leadership, does not support an attorney team, and does not have billable hours requirements.

Requirements:

• 5–10 years of experience in a U.S.-based law firm environment
• Direct exposure to:
• Estate planning workflows (trusts, deeds, funding)
• Entity formation and structuring (LLCs, ownership tracking)
• Experience working with high-net-worth clients
• Strong familiarity with legal documentation and compliance processes
• Estate planning, tax, or private client practice group background
• Exposure to both estate and business/corporate structuring
• Experience coordinating with attorneys and managing legal workflows
• Paralegal certification preferred
• Exceptional organizational ability and attention to detail
• Ability to manage multiple concurrent client projects
• Strong written and verbal communication
• Comfort operating independently and owning project outcomes
• Ability to translate incomplete or unstructured information into clear outputs

Benefits:

• Paid holidays
• Work from home
• Performance-based bonus tied to individual and firm outcomes

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