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Associate Attorney – Wills, Trusts & Estates

Job Summary:

The primary goal of this position is to support our clients by assisting with estate planning, probate and estate administration, trust administration, and related wills, trusts and estates matters from inception through resolution, under the direction of one or more Attorneys in the office. The Associate Attorney is expected to handle substantive legal work, maintain client communication, manage assigned matters, prepare and review legal documents, and assist with moving matters forward in a timely and professional manner. Associate Attorneys are required to meet the minimum billable requirements set by the Firm and report on progress toward achieving assigned goals.

The Wills & Estates Associate Attorney will coordinate with clients, fiduciaries, family members, financial advisors, accountants, appraisers, court personnel, clerks, and other parties involved in estate planning, probate, trust administration, and related matters.

Authority:

Only licensed attorneys may engage in the practice of law. The Associate Attorney is authorized to perform legal work consistent with his or her licensure, ethical obligations, Firm policies, and the direction of supervising attorneys. The Associate Attorney is expected to exercise sound professional judgment in managing assigned matters, communicating with clients, preparing legal documents, and handling day-to-day matter responsibilities, while keeping supervising attorneys informed of significant developments, legal issues, deadlines, strategy decisions, and other matters requiring partner input.

The Associate Attorney may advise clients regarding estate planning options, probate and estate administration, trust administration, fiduciary responsibilities, and related legal matters, subject to Firm policies and the direction of supervising attorneys. The Associate Attorney is also expected to work collaboratively with paralegals, administrative staff, outside advisors, and other attorneys to ensure that matters move forward efficiently and that client service standards are maintained.

Matrix of Essential Duties:

Daily

Matter Management

• Ensure deadlines, appointments, court dates, task reminders, and matter milestones are added to the Firm’s Master Calendar and the Case Management System to ensure no deadlines are missed and matters move forward.
• Review upcoming daily, weekly, and monthly appointments, deadlines, and tasks to prioritize workload.
• Triage client communications to follow up via phone and email as required.
• Maintain accurate client and matter records in the Case Management System.
• Maintain physical and electronic client files.

Perform wills, trusts and estates legal work

• Meet with clients to gather information regarding estate planning goals, family circumstances, assets, beneficiary designations, business interests, fiduciary appointments, and related personal and financial matters.
• Advise clients regarding estate planning, probate and estate administration, trust administration, fiduciary issues, and related legal matters, with partner input and supervision as appropriate.
• Draft, review, revise, and finalize estate planning documents including wills, revocable and irrevocable trusts, powers of attorney, advance directives, deeds, transfer documents, beneficiary-related documents, and related materials.
• Prepare probate and estate administration pleadings, petitions, inventories, accountings, notices, waivers, receipts, correspondence, and other related documents.
• Prepare trust administration documents, memoranda, correspondence, and supporting materials as needed.
• Review and organize client documents, asset information, account statements, deeds, prior estate planning documents, business records, and other supporting materials relevant to estate planning and estate / trust administration matters.
• Conduct legal research and prepare memoranda, correspondence, summaries, and other work product relating to estate planning, probate, trust administration, fiduciary issues, tax-related issues, and related matters.
• Communicate with clients, fiduciaries, family members, financial institutions, accountants, appraisers, court personnel, and other third parties regarding matter status, required information, outstanding items, and scheduling matters.
• Track and help resolve outstanding matter items, document needs, filing requirements, client follow-up items, and administration issues.
• Prepare legal documents and supporting materials for client meetings, probate filings, hearings, trust administration matters, and related proceedings.
• Coordinate logistics with attorneys, clients, fiduciaries, court personnel, financial institutions, accountants, appraisers, and other parties as needed.
• Contemporaneously enter billable time into the Practice Management System.

Weekly

• Meet with Attorneys and legal team for matter status updates.
• Provide client updates regarding matter status, outstanding items, and upcoming deadlines as appropriate.
• Attend Staff Meetings as required.
• Review active matters and identify files at risk of missing deadlines or milestones.

Monthly

• Attend Case Status Update Meetings and update records as required.
• Attend Procedure Meetings as required.
• Review open and recently completed files for missing documents, unresolved action items, and billing / time-entry completeness and accuracy.

As Needed

• Serve as backup to other legal / administrative support personnel as appropriate.
• Assist with special wills and estates projects, file review projects, matter cleanup projects, probate / trust administration projects, and other assignments as needed.
• Participate in networking, business development, and other activities intended to support the growth of the Firm and its wills and estates practice.

Education & Experience:

3–5 years’ experience in a law firm, preferably wills, trusts and estates, estate planning, probate / estate administration, trust administration, or related practice areas.

Experience drafting estate planning documents, handling probate / estate administration matters, and communicating directly with clients preferred.

Experience with legal practice management systems, document management systems, and electronic filing systems preferred.

Active license to practice law in North Carolina required.

Knowledge, Skills & Abilities:

Qualities needed for the position

• Detail-Oriented
• Organized
• Follow Up
• Sound Judgment
• Deadline-driven and able to manage multiple active matters, deadlines, and priorities at the same time

Qualities/Characteristics needed for Relationships/Culture Fit

• Adaptable
• Collaborative
• Initiative
• Professionalism
• Interpersonal Skills
• Comfortable communicating with clients, fiduciaries, family members, accountants, financial advisors, court personnel, and other outside parties in a professional and timely manner

Technical Skills Required

• Microsoft Office 365 – Outlook, Word, Excel, PowerPoint
• Time Management
• Written Communication
• Legal drafting and document review
• Matter calendar and deadline management
• Client communication and file management
• Legal research and analysis
• Document management systems, case management software, and electronic filing experience preferred

Expected Outcomes/Key Performance Indicators (KPIs):

KPIs will be reviewed and adjusted periodically based on the needs of the Firm.

• Record a minimum of 1400 hours in billable legal services.
• Matter deadlines are scheduled accurately on the Firm’s Master Calendar and tracked appropriately within the Firm’s case management system.
• Draft estate planning, probate, trust administration, and related documents are prepared and ready for attorney review within established Firm timelines.
• Client, fiduciary, court, accountant, financial institution, and third-party communications are acknowledged or routed within 1 business day.
• Matter-related action items are completed within the Firm’s established timelines.
• Time entries are recorded accurately and contemporaneously in accordance with Firm policy.
• Assigned matters are advanced in a timely and professional manner consistent with Firm expectations for quality, responsiveness, and client service.

Compensation:

Compensation is intended to consist of base salary, performance-based bonus opportunity, and origination credit / incentive compensation consistent with Firm policy.

Work Conditions & Physical Demands:

Work is performed in an office environment. Noise levels are typical of an office environment (e.g., phones, office equipment, light traffic, etc.).

The position may require occasional attendance at court proceedings, probate hearings, client meetings, networking events, or other matter-related locations as needed.