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Administrative Assistant - Estate Planning and Probate

Administrative Assistant - Estate Planning and Probate

CABLE HUSTON LLPPortland, OR, United States
7 hours ago
Job type
  • Full-time
Job description

ADMINISTRATIVE ASSISTANT - ESTATE PLANNING AND PROBATE

Position Summary : The Administrative Assistant provides clerical support to the Estate Planning and Probate Practice Group. Responsibilities include meeting coordination, scanning, printing, copying, mailings, and document preparation. This role works closely with Legal Assistants and Paralegal with a strong focus on delivering exceptional client service. This is a full-time, in-office position, Monday through Friday.

Essential Functions / Responsibilities :

  • Perform clerical duties including typing, filing, and time entry. Prepare letters, memos, forms, and reports based on written or verbal instructions.
  • Operate office equipment such as copiers, scanners, phones, voicemail systems, and computers.
  • Copy, sort, and file records related to office activities, business transactions, and other matters.
  • Process incoming and outgoing mail, including certified mail, courier services, and FedEx / UPS deliveries. Track and log deliveries to ensure accountability and timely receipt.
  • Provide support to legal assistants, paralegals, and attorneys as needed.

Qualifications / Competencies

Required :

  • Proficiency in Microsoft Office and office technology, including imaging and scanning applications.
  • Ability to adapt to change and balance competing demands in a fast-paced environment.
  • Strong organizational skills and ability to prioritize tasks effectively.
  • Positive, service-oriented attitude with a strong work ethic and commitment to excellent client service.
  • Attention to detail and willingness to learn.
  • Clear and professional communication skills, with the ability to tailor messaging to different audiences.
  • Ability to serve as a point of contact for clients, as needed.
  • Excellent grammar, proofreading, and written communication skills.
  • Reliable attendance and consistent in-office presence.

    • Preferred (Not Required) :

  • Experience with Simplifile, DocuSign, eCopy, and FilesAnywhere.
  • Familiarity with Oregon eCourt Case Information (OJCIN) for searching and downloading court filings.
  • Experience with PDF to Word conversions
  • Notary Public commission, or willingness to obtain certification within 3 months of hire (firm provides support for training and registration).
  • Prior law firm experience
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