Legal Secretary - Managing Partner

Exemption Status: Hourly Non-Exempt

Remote Options/Office

Hours:

On-Site/Hybrid

Classification: Legal Support Staff

Reports To: Managing Partner

The Legal Secretary – Managing Partner provides high-level administrative and legal support to the Managing Partner across the firm and within multiple practice areas, with a primary focus on Trusts & Estates, including litigation. This is a fast-paced, high-volume environment requiring flexibility, initiative, and the ability to reprioritize tasks at a moment’s notice. The role demands advanced technical proficiency, strong organizational skills, and a proactive, self-directed work ethic.

JKZ employees are expected to “Think Outside the Box,” applying creativity, sound judgment, and initiative to deliver thoughtful solutions and exceptional client service. The Legal Secretary – Managing Partner is expected to model and uphold JKZ’s mission, vision, and values in all professional interactions and to consistently produce work that meets or exceeds the JKZ Standard.

Direct Reports: N/A

• Format, proofread, and finalize legal documents for all T&E departments, including:
  • Wills, trusts, powers of attorney, HIPAA forms, assignments, and estate plan summaries (EP)
  • Trustee notices, beneficiary letters, certifications, inventories, accountings, and trust correspondence (TA)
  • Probate petitions, Judicial Council forms, notices, letters, proofs of service, and supplemental filings (PRO)
• Prepare and assemble signature packets, exhibit sets, and document binders.
• Manage redlines, versions, and document revisions for attorneys and paralegals.
• Ensure all documents comply with firm formatting standards and jurisdiction-specific requirements.

• Serve as a primary administrative point of contact for clients to schedule meetings, signings, and document-review appointments.
• Assist clients in submitting required information, questionnaires, asset documentation, and personal details.
• Provide routine procedural information (e.g., signing logistics, probate next steps, trust admin timelines).
• Coordinate electronic signing (Docu Sign) or notary arrangements for client documents.
• Track outstanding client information and follow up when necessary.

• Maintain managing partner’s calendar, including consultations, signings, hearings, internal deadlines and meetings, and recurring milestones.
• Enter and track deadlines related to:
  • Notice requirements, creditor claim periods, statutory waiting periods (PR & TA)
  • Document review cycles and delivery dates (EP)
• Schedule meetings with various parties such as clients, beneficiaries, fiduciaries, financial advisors, CPAs, external professionals, etc.
• Assist with monitoring departmental workflows and task lists to ensure timely completion.

• Maintain organized electronic and physical matter files across all T&E departments.
• Ensure legal indexes are completed and match court index.
• Upload, name, and store documents using firm naming conventions and department standards.
• Scan and process signed originals, notarized documents, and court orders for long-term storage.
• Prepare, update, and maintain estate plan binders, trust administration binders, and probate pleading sets.
• Track and log original documents, including wills, trusts, powers of attorney, and court‑issued letters.

• Prepare filing packets for probate petitions, notice forms, supplemental filings, and required attachments.
• Coordinate e‑filing with court vendors or designated filing staff as needed.
• Track hearing dates, probate notes, continuances, and required follow-up filings.
• Prepare routine service documents (notices, proofs of service) for attorney review.

• Prepare administrative letters to beneficiaries, trustees, banks, and financial institutions.
• Assist with gathering financial statements, bills, receipts, and supporting documents for fiduciary accountings.
• Prepare mailing packets for mandatory notices, waivers, DISCLAIMERS, and trust certifications.
• Tr…