Legal Assistant - Tax, Trusts & Estates

Porzio, Bromberg & Newman, P.C. ("Porzio"), a mid-sized law firm headquartered in Parsippany, NJ, is seeking a detail-oriented and proactive Legal Assistant to support three attorneys specializing in estate planning, tax law, business planning, estate litigation, probate, guardianship, and trust and estate administration. This role provides a unique opportunity to work in a client-centric environment with a focus on efficiency, technology, and professional growth.

Essential Functions

• Manage attorney schedules and coordinate client meetings.
• Oversee the client intake process, including communications, conflict checks, and internal file setup.
• Handle incoming and outgoing correspondence with professionalism.
• Maintain and organize client files and documents, ensuring efficient record management.
• Assist with billing and invoicing processes.
• Provide general administrative support to the legal team.
• Handle client inquiries and provide excellent customer service.
• Utilize and maintain efficient office systems and processes.

What We’re Looking For

We seek a candidate who embodies the following traits:

• Detail-Oriented: You can handle numerous details accurately and efficiently, particularly in legal documentation and client file management.
• Proactive Problem Solver: Anticipates issues and takes initiative to resolve them, ensuring smooth administrative operations.
• Tech-Savvy: Comfortable learning and utilizing technology, including AI-assisted tools for workflow optimization.
• Strong Communicator: Excellent verbal and written communication skills, essential for client interactions and team coordination.
• Organized and Efficient: Exceptional time management skills to prioritize tasks and meet deadlines.
• Adaptable and Flexible: Thrives in a dynamic work environment with evolving responsibilities.
• Client-Focused: Demonstrates professionalism and empathy, enhancing the client experience.
• Team-Oriented: Works collaboratively to support attorneys, paralegals, and other team members.

Experience & Key Skills

• Experience: Minimum experience of two years as a legal assistant or equivalent.
• Time Management and Scheduling: Skilled at managing complex schedules and coordinating team needs.
• Document and File Management: Proficient in electronic document organization and retrieval.
• Knowledge of Legal Processes: Familiar with legal administrative tasks such as intake, conflict checks; state and federal court and administrative agency rules, procedures and deadlines.
• Billing and Invoicing: Experience with billing procedures and software.
• Problem-Solving: Able to address administrative challenges and suggest improvements.
• Software Proficiency: Comfortable with Microsoft Office Suite, Outlook, CRM tools, and ideally AI tools.
• Adaptability to Workflow Tools: Experience with electronic filing and workflow systems for optimal efficiency.
• Certificates: Notary certification is helpful, but not required.

*The statements contained in this job description are not necessarily all-inclusive; additional duties may be assigned and job requirements may vary from time to time.

Company Benefits:

• Medical, Dental, and Vision insurance
• 401(k) retirement plan with employer matching
• Individual and Dependent Life Insurance
• Short- and Long-Term Disability
• Paid Time Off
• Paid Holidays
• Employee Assistance Programs

Porzio Bromberg & Newman, P.C. is an equal opportunity employer – women and minorities are encouraged to apply.