Legal Assistant Jobs

Full-Time Legal Assistant or Paralegal

We are hiring a full-time (32-40 hours per week) legal assistant or paralegal to directly support CEO and Founding Attorney Marisa Nelson and future additions to the team at the Law Office of Marisa Nelson, PC. We are a small and actively growing women-owned and operated law firm focused on wills, trusts, and probate.

If you like variety in your workday, read on. This position handles a mix of administrative tasks, communicating with clients, preparing initial drafts of legal documents and correspondence, basic social media, printing, and scanning. Exceptional organizational skills, customer service, and attention to detail are key, along with a willingness to learn.

Experience in a wills, trusts, and probate law office is preferred but not required.

This position requires that you be in the office in San Carlos, California 3-4 days per week, with the potential to work remotely 1-2 days per week subject to conditions. You’ll work directly with Marisa and with clients, a mix of collaboration in our shared office and working independently. You must be comfortable working on your own for a substantial part of the week.

To apply, email your resume and any other relevant materials, along with the following information, to [email protected] with subject line “Application for assistant/paralegal position” and a list of any of the following items you are especially experienced in, your favorite part of this job description, and which items you are least comfortable or experienced with. Incomplete applications will not be considered. Interviews are being scheduled on a rolling basis, hiring as soon as we find someone skilled in the required areas and fun to work with. Bonus points if you love bowling and billiards work breaks.

The position’s responsibilities include:

●Customize and send service agreements and invoices to clients online.

●Follow up with clients from beginning to end of matters to ensure cases keep moving forward and clients are aware of next steps and what is needed, and have the information they need as well.

●Communicate with clients and potential clients via mail, phone, and email to schedule appointments, respond to requests, and request information from clients and potential clients. Answer phone calls. Most client scheduling is completed online via scheduling software, but some clients and prospects do call the office.

●Format Word documents to ensure all correspondence and legal documents are clean, clear, and professional.

●Data entry to assist with drafting legal documents, including estate planning documents (WealthCounsel), deeds, probate Judicial Council forms, and trust administration forms (using WealthCounsel and our templates) as needed based on client questionnaires, meeting notes, and instructions and guidance and supervisions from attorney(s).

●Print estate plans and other legal documents, assemble completed documents into binders with documents in order, with signing instructions for clients.

●Mail documents to clients, receive and scan documents via mail and directly from clients. Scan mail, signed estate plans, and other documents.

●Coordinate signing meetings in the office, including scheduling with client and mobile notary, witness document signatures, and assist during meetings as needed.

●Keep track of matter statuses, nudge clients and team to ensure projects keep moving forward, what documents and information we’re waiting on, next steps.

●Record deeds with appropriate county recorder’s office.

●File probate documents with probate court (usually San Mateo and Santa Clara counties).

●Assist with managing various social media accounts, including TikTok, Instagram, Facebook, LinkedIn, and YouTube. We are working with a professional social media team, but some minor editing, content creation (usually in Canva) and posting is needed within our team.

●Provide administrative support to attorneys/team members, maintain clear and effective communication re: deadlines, questions, and needs.

●Maintain email list, CRM (Lawmatics), client contact info.

●Contribute to improving systems, including automations with CRM and other software, digital files and templates, and written and video procedure documentation.

●Attend and participate in team meetings, take notes and follow up as necessary on tasks discussed during meetings, coordinate with team members.

●Maintaining office supplies and general housekeeping around the office, including taking out the trash and keeping things organized.

If you love details, getting things done and doing them well, and building genuine relationships with some of the best clients around, we look forward to receiving your application!

We love working with people of diverse backgrounds, lifestyles, experiences, abilities, and perspectives. Women, BIPOC, and LGBTQ+ are strongly encouraged to apply.