Estates Assistant Jobs in Baltimore, MD (NOW HIRING)

Semmes, Bowen & Semmes has an immediate opening for an experienced Legal Assistant / Paralegal to join our General Business practice and support our Estates & Trusts attorneys.
This role is ideal for a highly organized, technologically savvy professional who thrives in a fast-paced environment, works with a high degree of independence, and takes initiative without requiring significant day-to-day direction. The successful candidate will anticipate attorney and client needs, manage competing priorities efficiently, and provide exceptional administrative and substantive support across estate planning and estate administration matters.
This position is in-office five days per week. Semmes operates in a largely paperless environment.
Compensation: $50,000–$80,000 annually, including bonus.
Key Responsibilities

• Provide comprehensive legal and administrative support to Estates & Trusts attorneys.
• Assist with estate planning and estate administration matters from initial client intake through completion.
• Prepare initial drafts and revisions of estate planning documents, correspondence, and other legal documents.
• Proofread, edit, format, and review documents carefully for completeness, accuracy, and consistency.
• Prepare estate planning portfolios containing executed original documents for client records and confirm proper execution of documents.
• Review, organize, and save client-related emails, correspondence, and documents in NetDocuments.
• Maintain accurate, organized, and up-to-date electronic client files in a paperless environment.
• Collect and organize client information and follow up with clients regarding outstanding information or documentation.
• Communicate professionally and responsively with clients, attorneys, and other parties.
• Coordinate and manage attorney calendars, including:
  • Initial client consultations
  • Client meetings and signing appointments
  • Teleconferences
  • Microsoft Teams meetings
  • Internal meetings
  • Travel arrangements
• Witness and notarize document signings as needed.
• Assist with filing tax documents and other required submissions.
• Manage incoming mail and promptly identify and communicate time-sensitive or important items.
• Prepare, scan, mail, and distribute client correspondence and documents as necessary.
• Assist with scanning and organizing documents for estate administration files.
• Prepare new file requests, check requests, petty cash requests, and expense reimbursement requests.
• Assist with monthly client billing and invoice review, including monitoring matters for accuracy and follow-up.
• Track and enter billable time accurately on a daily basis.
• Keep attorneys proactively informed regarding client follow-up, document preparation, billing, deadlines, and other outstanding matters.
• Conduct legal or factual research as requested.
• Identify next steps, anticipate needs, and independently follow matters through to completion.

Qualifications

• 1+ years of trusts, estates, probate, or related legal experience preferred.
• Bachelor's degree or Paralegal Certificate is a plus.
• Prior experience supporting attorneys in a professional law firm environment preferred.
• Strong proficiency with Microsoft Word, Outlook, Microsoft Teams, electronic filing systems, and document-management technology.
• Experience with NetDocuments or a comparable document-management system is a plus.
• Strong technology skills and the ability to learn new software quickly.
• Excellent written and verbal communication skills.
• Exceptional attention to detail, proofreading ability, and document-production skills.
• Excellent critical-thinking, organizational, and time-management skills.
• Ability to manage multiple matters, deadlines, and competing priorities simultaneously.
• Ability to work independently, exercise sound judgment, and take ownership of assignments.
• Demonstrated initiative and ability to anticipate attorney and client needs.
• Strong client-service orientation and professional demeanor.
• Ability to work efficiently with minimal supervision or follow-up.
• Typing speed of approximately 60–70 WPM or greater.
• Notary commission or willingness and ability to become a notary is preferred.

What Success Looks Like in This Role
The successful candidate will be a proactive self-starter who can quickly become a trusted resource to the attorneys they support. This individual will take ownership of day-to-day responsibilities, stay ahead of deadlines, communicate proactively, and recognize what needs to be done without waiting for detailed instructions.
We are seeking someone who is comfortable moving quickly, juggling multiple priorities, using technology effectively, and independently driving administrative and client-service tasks to completion. The goal of this position is not simply to respond to assignments, but to meaningfully reduce the attorneys' administrative burden and help the practice operate efficiently.
Benefits
Semmes, Bowen & Semmes offers a comprehensive benefits package, including:

• Competitive salary
• Bonus plan
• Medical, dental, and vision insurance
• Short-Term Disability
• Long-Term Disability
• Life insurance
• Employee-funded 401(k)
• Employer-funded pension plan
• HSA and FSA options
• Annual performance reviews
• Free on-site fitness center
• Bike storage
• Convenient access to Light Rail and the MARC Train

A Full-Service Law Firm
Semmes, Bowen & Semmes is one of the oldest and largest full-service law firms in the State of Maryland. A diversified team of attorneys serves our clients through offices in five locations: Baltimore and Hagerstown, Maryland, McLean, Virginia, Washington, D.C., and Martinsburg, West Virginia. These strategic locations enable us to accommodate our clients who live and operate their business in the greater Mid-Atlantic area and to support our widening markets.
We are an employee focused community that provides hands on training and mentoring for our new employees. Learning by doing is an effective way to get acclimated to the firm. We offer a collegiate environment that supports teamwork and collaboration. We value our culture of diversity and respect within our teams and firmwide. We work together to reach our mutual goals.
EEO/AA employer – Minority/Female/Vets/Disabled
All materials will be kept in strictest confidence. Semmes adheres to recruitment standards wherein selection of employees is made without regard to race, age, sex, marital status, religion, national origin, pregnancy, sexual orientation, disability, military status, or other protected characteristics under applicable federal, state, and local laws. 
 

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