Administrative Assistant Aide Jobs (NOW HIRING)

Legal Assistant Aide

My client located in Houston, Texas is in need of a Trusts & Estates Legal Assistant Aide. This is an onsite direct hire opportunity.

Company Profile

Our client is a well-established law firm with a respected Trusts & Estates practice. The firm provides sophisticated estate planning and wealth preservation services and maintains a high standard of client service, organization, and confidentiality. This position supports a specific attorney within the Trusts & Estates group and serves as the primary records and file management resource for the department.

Assistant Aide Role

Serve as the primary records custodian for the Trusts & Estates department.

Scan, copy, profile, and organize executed estate planning documents.

Prepare client binders of executed documents.

Label, inventory, and store original documents in the firm's vault.

Maintain accurate records regarding the location and status of all original documents.

Retrieve and return original documents as requested by attorneys, legal assistants, and clients.

Maintain sign-in/sign-out records for original documents removed from storage.

Prepare transmittal letters, shipping labels, outgoing mail, and related file documentation for client delivery.

Maintain an organized and accurate system for tracking physical and electronic client files.

Monitor the location, movement, and status of files and records at all times.

Update file inventories, spreadsheets, databases, and tracking logs promptly and accurately.

Ensure all files are properly labeled, indexed, and stored in their designated locations.

Conduct periodic audits of client files, inventories, and storage locations to verify accuracy and completeness.

Investigate and resolve file discrepancies or missing records.

Ensure client information remains secure and confidential.

Scan, profile, and organize physical and electronic documents received from clients.

Ensure documents are saved to the appropriate matter and properly indexed within the document management system.

Coordinate the storage, return, or disposal of client documents in accordance with firm procedures.

Verify that electronic records accurately reflect the contents of physical files.

Organize, clean, update, and maintain active and closed client files.

Review returned client files and documents to ensure all materials have been properly scanned, indexed, and stored.

Identify and correct filing, indexing, and profiling errors.

Assist with file closing procedures and records retention projects.

Process superseded original documents in accordance with approved procedures.

Maintain active file storage systems and records inventories.

Assist with department-wide records management initiatives.

Recommend improvements to file organization, tracking, and storage procedures.

Participate in special projects involving records management, file conversions, and departmental organization.

Copy, print, scan, and prepare documents.

Create and assemble client binders.

Manage ShareFile folders and document uploads.

Save and organize e-filed court documents.

Assist legal assistants with file-related and administrative tasks as needed.

Support attorneys and staff with document retrieval and records requests.

Assist with department projects and other duties as assigned.

Legal Assistant Aide Background Profile

High school diploma or equivalent required.

Associate's degree, bachelor's degree, or coursework in business administration, records management, legal studies, or a related field preferred.

Prior experience in records management, file administration, legal support, office administration, or a professional services environment preferred.

Experience working in a law firm, estate planning practice, financial institution, healthcare records department, or other records-intensive environment is a plus.

Exceptional organizational and time-management skills.

Strong attention to detail, accuracy, and follow-through.

Ability to manage large volumes of records and documents while maintaining accuracy and confidentiality.

Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Adobe Acrobat.

Experience maintaining spreadsheets, inventories, tracking logs, and records databases.

Experience with document management systems, such as NetDocuments or similar platforms, preferred.

Strong problem-solving and critical-thinking skills.

Ability to work independently, prioritize tasks, and follow established procedures.

Demonstrated ability to take ownership of projects and maintain organized systems from start to finish.

Commitment to confidentiality and the secure handling of sensitive client information.

Positive attitude, strong work ethic, and willingness to assist attorneys, legal assistants, and staff in a team-oriented environment.

Benefits and Features:

401(k) with 5% company match

Paid parking or transit subsidy

3 weeks vacation plus10 holidays

Paid parental leave

100% company-paid medical, dental, and vision and HSA contributions

Life and accidental death & dismemberment coverage

Short-term and long-term disability fully covered

Identity protection and critical/accidental coverage

Employee Assistance Program (EAP)

Concierge health advocate service