Trust & Estate Administrative Assistant

We are seeking a highly organized and detail-oriented Trust & Estate Administrative Assistant to support our Trusts & Estates practice in our Hackensack, NJ office. This position requires daily onsite attendance and provides administrative support to attorneys and paralegals involved in estate planning, trust administration, and probate matters.

Key Responsibilities

• Assist with the preparation and organization of Trust & Estate administration binders, including compiling correspondence, emails, and supporting documentation.
• Assemble final binder packages for clients and beneficiaries, including tables of contents, document formatting, and shipping preparation.
• Prepare and process outgoing mailings, including FedEx shipments, labels, and document packaging.
• Print, organize, and prepare materials for attorney meetings, client meetings, and estate administration matters.
• Submit and track check requests and related administrative forms.
• Save, organize, and maintain documents within the firm's document management system.
• Assist with opening new matters, including engagement letters, conflict checks, and new client intake documentation.
• Support the management and tracking of original estate planning documents and vault records.
• Provide general administrative support to the Trusts & Estates team as needed.

Qualifications

• Prior experience in a law firm, professional services environment, or Trust & Estates practice preferred.
• Strong organizational skills with exceptional attention to detail.
• Experience handling confidential and sensitive documents.
• Proficiency with Microsoft Office Suite, including Word, Outlook, and Excel.
• Experience with document management systems is preferred.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Team-oriented mindset with a proactive and service-focused approach.