Administrative Assistant (Estate Planning)

Long Hagan Huff-Harris is a respected, award-winning boutique law firm serving clients across Greater Boston and the South Shore. The Administrative Assistant is a vital support position within the Estate Planning department, assisting with estate plan signings, document management, and client communications.

Responsibilities

• Witness estate plan signings
• Process signed estate planning documents and binders
• Double-check all required client, witness, and notary signatures are complete and accurate
• Apply notary stamps and seals to finalized documents
• Make post-signing edits and revisions in Microsoft Word
• Print, remove, scan, upload, save, and reassemble estate planning binders
• Upload and organize documents within Google Drive, Clio, and client portals
• Prepare finalized binders for client pickup or mailing
• Prepare outgoing mail using Stamps.com
• Draft client correspondence to obtain information, provide updates, or notify clients regarding completed documents
• File property-related documents with Registries of Deeds and other state registries
• Manage and organize both physical and electronic client documents
• Compose, edit, and send correspondence, including letters and emails, to clients, Registries of Deeds, and outside parties
• Communicate professionally with clients, Of Counsel attorneys, financial advisors, insurance agents, court systems, and outside professionals via phone and email
• Identify discrepancies or mistakes in documents and communicate issues promptly
• Travel between office locations and to the post office, as needed
• Assist with additional administrative tasks as assigned

Skills

• Superior Attention to Detail – Accuracy is critical in estate planning documentation and binder processing. The ideal candidate must be able to identify missing signatures, inconsistencies, and document errors before finalization
• Strong Organizational Skills – Ability to manage multiple files, projects, and workflows simultaneously while maintaining organization of both physical and digital records
• Strong Computer and Technology Skills – Comfortable using Microsoft Word, Adobe Acrobat, Google Drive, client portals, and legal case management systems such as Clio
• Strong Written and Verbal Communication Skills – Professional communication with clients, attorneys, and outside parties is essential
• Ability to Follow Processes and Procedures – Estate planning workflows require consistency, precision, and attention to deadlines
• Adaptability and Time Management – Ability to shift priorities and complete tasks efficiently in a fast-paced environment
• Reliable Transportation – Ability to travel between office locations and complete occasional post office or registry runs

Benefits

• Competitive Pay
• 401K Company Matching (Up to 4%)
• 50% Employer Paid Health Insurance
• Dental Insurance
• Vision Insurance
• FSA & Dependent Care Savings Accounts
• Life Insurance
• Continuous Professional Development
• Notary Oath and Renewal Fees Reimbursement
• Hybrid Work Schedule
• 27 Days PTO; Vacation (10), Personal (4), and Paid Holidays Off (13)
• 5 Days Sick PTO, Annually

Company Overview