Legal Administrator (Estate Planning)
JC Hilario, P.
C.
JC Hilario, P.
C.
Cambridge, MA Cambridge, MA Full-time Full-time $45,000 - $60,000 a year $45,000 - $60,000 a year Legal Administrator (Estate Planning) JOB
Summary:
The Legal Administrator participates as an integral team member of JC Hilario, P.
C.
(the Firm) and supports attorneys and paraprofessionals on all aspects of the Firm's practice, which encompass estate planning, estate settlement and trust administration.
The Legal Administrator is responsible for discrete and ongoing projects that are related to comprehensive service to the Firm's clients and the Firm's administration.
The Legal Administrator has significant contact with clients and provides support to the attorneys to ensure timely, accurate and professional communication with Firm clients.
In particular, the Legal Administrator understands and invests in the estate planning process and proactively contributes to efficient management of matters and a frustration-free client experience.
Projects will be overseen by attorney Jennifer Civitella Hilario.
Essential Functions:
1.
The Legal Administrator will be responsible for following processes and further developing processes to track estate planning matters and calendar client communication to ensure efficient progression of these matters; 2.
Track status of estate planning matters and actively participate in weekly matter review meetings; 3.
Assist with intake process and proposals for prospective clients; 4.
Open new matters, including data entry to the Firm's client relationship management system, Clio; 5.
Update Clio as necessary to ensure client information is accurate; 6.
Assist with Firm billing, including entering time, generating invoices, and entering expenses and payments into Clio; 7.
Assist with assembling and analyzing matter and client metrics; 8.
Assist with administrative aspects regarding Firm marketing and business development efforts; 9.
Assist Firm with communicating with its professional service providers, including bookkeeper, offsite storage, insurance providers, and accountant; 10.
Assist attorneys with scheduling client meetings and coordinating signing meetings with witnesses; 11.
Prepare net worth summaries based on information provided by clients through completed questionnaires; 12.
Assist with assembling draft documents and final documents; 13.
Assist with drafting estate planning documents including Wills, Durable Powers of Attorney, Health Care Proxies, Living Wills, and HIPAA Authorizations, as other documents, as needed; 14.
Assist with completing forms in connection with a client's trust funding process; 15.
Assist with maintaining paperless office through timely and accurate scanning and saving of documents; 16.
Ongoing communication with clients during estate planning process to ensure comprehensive high-touch client experience and efficient progression of estate planning matters; 17.
Support to attorneys when out of the office or unable to reply to communications in a timely manner; 18.
Review correspondences for typographic errors to ensure clients receive error-free work; 19.
Assist with timely and accurate production and mailing of estate planning binders; 20.
Assist with tracking, storing, and maintaining client original documents; 21.
Oversee outgoing USPS mail; and 22.
Comply with Firm administrative procedures and policies; ESSENTIAL CAPABILITIES:
1.
Able to maintain strict confidentiality of the Firm's internal affairs and client information; 2.
Understands the ethics of the position, including ethical rules in regard to confidentiality, billing and client representation and advocacy; 3.
Owns professional development by seeking feedback and learning new skills; 4.
Possesses excellent oral and written communication skills to efficiently communicate with attorneys, paraprofessionals and clients; 5.
Must be a proactive self-starter who understands the details within a much larger context; 6.
Must be flexible and respond quickly and positively to shifting demands and opportunities and to follow-up and follow through; 7.
Able to handle multiple detailed tasks simultaneously, prioritize appropriately and communicate with attorneys when uncertain about something or unable to make a deadline; 8.
Comfortable asking questions and soliciting further information to ensure understanding of task or responsibilities; 9.
Able to anticipate problems and issues and exercise independent judgment to make sound, justifiable decisions and take action in solving problems while knowing when and to whom to escalate issues; 10.
Must possess excellent organizational skills and consistently deliver high quality work product; 11.
Must be able to work independently and with minimal supervision, as well as a team player; and 12.
Must take ownership of deliverables and be accountable.
EDUCATION AND EXPERIENCE REQUIREMENTS:
At least three (3) years of professional experience within a law firm.
At least one (1) year of experience within an Estate Planning practice.
Expertise with Word, Excel, Visio, Clio, and Adobe, and ability to develop other technological know-how.
WORKING CONDITIONS:
This position is onsite The Legal Administrator is expected to work the hours necessary to fulfill the responsibilities of the position.
The above description is intended to describe the general content of and requirements for the performance of this job.
It is not to be construed as an exhaustive list of essential functions, responsibilities or requirements.
The Firm reserves the right to change responsibilities to meet business and organizational needs.
HOURS AND COMPENSATION The position is full-time, with at least thirty (30) hours (and a minimum of 4 days) during normal business hours (between 8:
00am and 4:
00pm M-F) in the Firm's North Cambridge office.
The Legal Administrator is not expected to monitor email or respond to messages when not working.
This position is compensated based on experience.
The salary range is $45,000-$60,000.
Semi-annual performance evaluations will take place.
The position is eligible for an annual bonus.
Paid-time-off, accruing over the year, is four (4) weeks.
At this time, the Firm does not offer any benefits to its employees.
ABOUT THE FIRM Jennifer Civitella Hilario is an experienced estate and tax planning attorney.
Jennifer received her J.
D.
from Boston College Law School in 2003 and her LL.
M.
in Taxation from Boston University in 2006.
Jennifer started her career as an elder law attorney, but turned to sophisticated estate planning in 2006.
After 10 years at a Boston-based business law firm and 2 years managing the Private Client Group at Ropes & Gray, Jennifer started her own boutique firm, JC Hilario, PC, in North Cambridge, Massachusetts.
With the assistance of an experienced senior associate and a senior paralegal, Jennifer provides comprehensive estate and tax planning advice to individuals and families, many of whom are unmarried women, artists, and small business owners.
Jennifer is licensed in both Massachusetts and Florida and is uniquely positioned to provide ongoing estate planning advice to snowbirds whose legal domicile is Florida.
The Firm's estate planning clients are long-term relationships that require high-quality work and high-touch support to ensure compressive legal services that exceed client expectations.
Job Type:
Full-time Pay:
$45,000.
00 - $60,000.
00 per year
Benefits:
Paid time off Schedule:
Monday to Friday Travel requirement:
No travel Application Question(s):
Describe your experience working within an Estate Planning practice.
Experience:
working within a law firm:
3 years (Required) Work Location:
In person Paid time off Monday to Friday No travel Describe your experience working within an Estate Planning practice.
working within a law firm:
3 years (Required).
Estimated Salary: $20 to $28 per hour based on qualifications.
C.
JC Hilario, P.
C.
Cambridge, MA Cambridge, MA Full-time Full-time $45,000 - $60,000 a year $45,000 - $60,000 a year Legal Administrator (Estate Planning) JOB
Summary:
The Legal Administrator participates as an integral team member of JC Hilario, P.
C.
(the Firm) and supports attorneys and paraprofessionals on all aspects of the Firm's practice, which encompass estate planning, estate settlement and trust administration.
The Legal Administrator is responsible for discrete and ongoing projects that are related to comprehensive service to the Firm's clients and the Firm's administration.
The Legal Administrator has significant contact with clients and provides support to the attorneys to ensure timely, accurate and professional communication with Firm clients.
In particular, the Legal Administrator understands and invests in the estate planning process and proactively contributes to efficient management of matters and a frustration-free client experience.
Projects will be overseen by attorney Jennifer Civitella Hilario.
Essential Functions:
1.
The Legal Administrator will be responsible for following processes and further developing processes to track estate planning matters and calendar client communication to ensure efficient progression of these matters; 2.
Track status of estate planning matters and actively participate in weekly matter review meetings; 3.
Assist with intake process and proposals for prospective clients; 4.
Open new matters, including data entry to the Firm's client relationship management system, Clio; 5.
Update Clio as necessary to ensure client information is accurate; 6.
Assist with Firm billing, including entering time, generating invoices, and entering expenses and payments into Clio; 7.
Assist with assembling and analyzing matter and client metrics; 8.
Assist with administrative aspects regarding Firm marketing and business development efforts; 9.
Assist Firm with communicating with its professional service providers, including bookkeeper, offsite storage, insurance providers, and accountant; 10.
Assist attorneys with scheduling client meetings and coordinating signing meetings with witnesses; 11.
Prepare net worth summaries based on information provided by clients through completed questionnaires; 12.
Assist with assembling draft documents and final documents; 13.
Assist with drafting estate planning documents including Wills, Durable Powers of Attorney, Health Care Proxies, Living Wills, and HIPAA Authorizations, as other documents, as needed; 14.
Assist with completing forms in connection with a client's trust funding process; 15.
Assist with maintaining paperless office through timely and accurate scanning and saving of documents; 16.
Ongoing communication with clients during estate planning process to ensure comprehensive high-touch client experience and efficient progression of estate planning matters; 17.
Support to attorneys when out of the office or unable to reply to communications in a timely manner; 18.
Review correspondences for typographic errors to ensure clients receive error-free work; 19.
Assist with timely and accurate production and mailing of estate planning binders; 20.
Assist with tracking, storing, and maintaining client original documents; 21.
Oversee outgoing USPS mail; and 22.
Comply with Firm administrative procedures and policies; ESSENTIAL CAPABILITIES:
1.
Able to maintain strict confidentiality of the Firm's internal affairs and client information; 2.
Understands the ethics of the position, including ethical rules in regard to confidentiality, billing and client representation and advocacy; 3.
Owns professional development by seeking feedback and learning new skills; 4.
Possesses excellent oral and written communication skills to efficiently communicate with attorneys, paraprofessionals and clients; 5.
Must be a proactive self-starter who understands the details within a much larger context; 6.
Must be flexible and respond quickly and positively to shifting demands and opportunities and to follow-up and follow through; 7.
Able to handle multiple detailed tasks simultaneously, prioritize appropriately and communicate with attorneys when uncertain about something or unable to make a deadline; 8.
Comfortable asking questions and soliciting further information to ensure understanding of task or responsibilities; 9.
Able to anticipate problems and issues and exercise independent judgment to make sound, justifiable decisions and take action in solving problems while knowing when and to whom to escalate issues; 10.
Must possess excellent organizational skills and consistently deliver high quality work product; 11.
Must be able to work independently and with minimal supervision, as well as a team player; and 12.
Must take ownership of deliverables and be accountable.
EDUCATION AND EXPERIENCE REQUIREMENTS:
At least three (3) years of professional experience within a law firm.
At least one (1) year of experience within an Estate Planning practice.
Expertise with Word, Excel, Visio, Clio, and Adobe, and ability to develop other technological know-how.
WORKING CONDITIONS:
This position is onsite The Legal Administrator is expected to work the hours necessary to fulfill the responsibilities of the position.
The above description is intended to describe the general content of and requirements for the performance of this job.
It is not to be construed as an exhaustive list of essential functions, responsibilities or requirements.
The Firm reserves the right to change responsibilities to meet business and organizational needs.
HOURS AND COMPENSATION The position is full-time, with at least thirty (30) hours (and a minimum of 4 days) during normal business hours (between 8:
00am and 4:
00pm M-F) in the Firm's North Cambridge office.
The Legal Administrator is not expected to monitor email or respond to messages when not working.
This position is compensated based on experience.
The salary range is $45,000-$60,000.
Semi-annual performance evaluations will take place.
The position is eligible for an annual bonus.
Paid-time-off, accruing over the year, is four (4) weeks.
At this time, the Firm does not offer any benefits to its employees.
ABOUT THE FIRM Jennifer Civitella Hilario is an experienced estate and tax planning attorney.
Jennifer received her J.
D.
from Boston College Law School in 2003 and her LL.
M.
in Taxation from Boston University in 2006.
Jennifer started her career as an elder law attorney, but turned to sophisticated estate planning in 2006.
After 10 years at a Boston-based business law firm and 2 years managing the Private Client Group at Ropes & Gray, Jennifer started her own boutique firm, JC Hilario, PC, in North Cambridge, Massachusetts.
With the assistance of an experienced senior associate and a senior paralegal, Jennifer provides comprehensive estate and tax planning advice to individuals and families, many of whom are unmarried women, artists, and small business owners.
Jennifer is licensed in both Massachusetts and Florida and is uniquely positioned to provide ongoing estate planning advice to snowbirds whose legal domicile is Florida.
The Firm's estate planning clients are long-term relationships that require high-quality work and high-touch support to ensure compressive legal services that exceed client expectations.
Job Type:
Full-time Pay:
$45,000.
00 - $60,000.
00 per year
Benefits:
Paid time off Schedule:
Monday to Friday Travel requirement:
No travel Application Question(s):
Describe your experience working within an Estate Planning practice.
Experience:
working within a law firm:
3 years (Required) Work Location:
In person Paid time off Monday to Friday No travel Describe your experience working within an Estate Planning practice.
working within a law firm:
3 years (Required).
Estimated Salary: $20 to $28 per hour based on qualifications.
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