Legal Assistant - Tax, Trusts & Estates

Porzio, Bromberg & Newman, P.C. 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 will be based in our Naples, Florida office.

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.

• 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.