Are you a bright, personable individual with an interest in the law? The Law Offices of E.J. Hong, P.C., a boutique estate planning firm, is seeking an administrative and operational assistant to support our three attorneys. Working closely with another paralegal/legal assistant, you'll gain experience across a variety of tasks, including client support, legal research, and event coordination. Our firm specializes in customized estate planning, wills, and probate law for a diverse mix of domestic and international families and professionals.
Responsibilities include but are not limited to:
- Maintain orderly office setting and prepare meeting room for client appointments
- Greet clients and offer water, coffee, or tea (our office is by appointment only)
- Answer phones, monitor email inbox and respond accordingly; use eFax
- Onboard new clients and follow workflow processes and procedures
- Maintain CRM (Practice Panther) to ensure prospect and client information is up to date, manage tasks in CRM on client matters, and train new staff on the platform when needed
- Filing and e-filing documents for attorneys; format legal documents and maintain templates
- Binder preparation to provide to clients
- Mail: Open mail and send mail. Prepare, address and mail documents to clients
- Complete Judicial Council forms; prepare draft deeds and assessor documents
- Notary certification and conduct e-recordings for deeds
- Generate weekly reports for assigned tasks
- Inventory office supplies and order as needed; maintain office kitchen
Preferred Education:
- BA or higher
- Interest and/or progress towards Paralegal Certification desirable and/or encouraged (will be paid for by employer)
- Notary Certification is required (if no certification at time of hiring, notary certification will be paid for by employer)
Necessary Skills:
- Comfortable interacting with clients in person, over the phone and via Zoom
- Strong working knowledge of Microsoft Excel, Word & PowerPoint, and Adobe Acrobat
- Strong experience with CRM and project maintenance system
- Experience filing, organizing and maintaining documents
- Ability to multitask and prioritize daily tasks
- Able to work in a collaborative and open environment
- Excellent communication and problem-solving skills
- Proficient time-management and project-management skills; can thrive in a deadline-driven environment
- Extremely detail-oriented, well-organized, and methodical
- Able to follow detailed checklists to ensure accuracy and efficiency in completing tasks; ability to update checklists and suggest improvements to checklists and protocol.
- Self-starter with an ability to work well with supervision or independently
- Ability to communicate effectively in English, written and verbally
- Basic math skills
- Proactive learner and problem solver; resourceful for research projects
Essential Mental/Physical Functions:
- Able to sit for most of the day using a computer and phones
- Manual dexterity (hand-eye coordination) for preparing binders and mailing packages.
- Comfortable working in a small-scale office workspace
- Lift up to 20 lbs. occasionally
- Reliable transportation and a valid Driver’s License
- Able to run office errands or deliver documents to the courthouse using personal vehicle
Benefits:
- Paid Time Off ~ Federal Holidays, Vacation (2 weeks), Sick Leave (1 week)
- Health Insurance after 90 Days (to be discussed)
- Retirement Savings ~ 401(k) participation after 90 days employment with 3% company match
- Gym access
- Training provided for Notary certification
- Tuition and training fees covered to become a certified Paralegal
Applicants
Please submit a resume and cover letter describing your interest in the position and why you would be a good fit to join the team.
Additional Comments:
- Must live in close proximity to work in office
- Must have valid Driver's License & vehicle to take legal documents to the court
Job Type: Full-time
Pay: $25.00 - $35.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Health insurance
- Paid time off
- Professional development assistance
Schedule:
- Monday to Friday
Education:
- Bachelor's (Required)
Experience:
- office administrative assistant: 1 year (Required)
License/Certification:
- Certified Notary Public (Preferred)
Ability to Commute:
- 2479 E. Bayshore Road, Suite 175,Palo Alto, CA 94303 (Required)
Work Location: In person