Washington State Paralegal Association

Sr. Legal Secretary - Trusts & Estates

05/09/2017 2:24 PM | WSPA (Administrator)

K&L Gates -- Seattle, WA

About The Position

The Seattle office of K&L Gates is seeking an experienced legal secretary to support a high volume Trusts & Estates practice.

Responsible for accurate completion of work assigned by multiple timekeepers, including preparing correspondence and legal documents, transcriptions, filing, client billing, time entry, using telephone equipment to answer incoming and placing outgoing calls, coordinating meetings and conference room services, travel arrangements, submitting expense reports, calendar maintenance and handling of daily mail. Also responsible for maintaining various information lists including client/matter identification numbers, contact lists and marketing mailing list. Must observe confidentiality on all client matters and adhere to procedures and guidelines set by all departments of the Firm.

Specific duties include, but are not limited to:

  • Create letters, legal documents and memos in Word, spreadsheets in Excel, slide shows in PowerPoint, edit documents with Adobe Acrobat, Word styles, Litera Change Pro (document comparison software); create and work with tables; create table of contents; create table of authorities; format legal numbered documents; thorough use of Spell-check for proofreading/content of all documents.
  • Organize and maintain all correspondence and documents using iManage document management system for assigned lawyers, paralegals or other timekeepers.
  • In Outlook, manage Inbox (creating folders), manage calendar, set-up meetings electronically, manage contacts, work and search in Enterprise Vault and understand and set-up distribution lists.
  • Import electronic documents, including scanning documents into DM.
  • Enter, edit and track daily time in the Firm’s time entry application according to required deadline.
  • Coordinate monthly billings using the Firm's paperless pro forma application. Necessitates working with lawyers in reviewing and editing on-line pro formas and working with Accounting in finalizing and submitting client invoices on a timely basis.
  • Accurate and timely preparation of check requests and firmwide expense reports.
  • Possess knowledge of and apply high level of detail for file openings and conflict checks using Metastorm, the Firm’s online file opening system.
  • Possess working knowledge of the Firm’s record management system to store and retrieve hard copy documents, create labels, request folders, store and retrieve electronic documents and store and retrieve e-mails.
  • Use internal and external search engines, including Library resources, to provide requested formation relating to clients as requested by attorneys to enhance knowledge base.
  • Welcome clients and provide assistance when needed, which may include document revisions, faxing, copying, etc.
  • Coordinate services with assigned Word Processing Center.
  • Coordinate and verify travel arrangements with AmEx, process related business expense reimbursements.
  • Schedule meetings, book conference room, video conference and WebEx.
  • Perform other related duties required based upon the unique practice of the lawyer or other timekeeper; such as, but not limited to, Department Head administrative work, practice development initiatives, and committee project work. Perform other duties and responsibilities as directed by immediate supervisor.

Knowledge, Skills and Abilities Required:

  • Experience preparing estate planning forms, wills and trust agreements and related documents
  • Experience with probate filings and procedures
  • Exceptional organizational, written and verbal communication (telephone) skills
  • Ability to multi-task and prioritize work based on the needs of the practice
  • Ability to interact with a high volume of clients with diverse needs
  • Able to work in a team oriented environment
  • Demonstrate good judgment and be proactive in anticipating the needs of attorneys and clients
  • Perform functions such as drafting correspondence to clients and attorneys
  • Candidates should have a minimum of 3 years’ experience as a legal secretary in the Estate Planning and Probate practice areas
  • High School diploma or its equivalent is required. AA Certificate or 4 year Degree is preferred.
  • Proficient in Word, Elite Webview, Legalkey, iManage DM, Outlook, Excel, PowerPoint and Adobe.

Area(s) of Specialty: 

estate planning/probate

Full/Part Time: 

Full time




Minimum education: 

Education desired: 

Minimum experience: 

Experience desired: 


How to Apply: 

Applicants should submit a resume to erin.piccolotti@klgates.com via e-mail

Washington State Paralegal Association
PO Box 58530
Seattle, WA 98138-1530

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