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Trusts and Estates Legal Assistant Manager

The ICD Legal Assistant Manager is responsible for the onboarding, mentoring,managing, coaching, and developing ICD project assistants and legal assistants throughout the Department.Collaborating with the Practice Director and with the Office/Operations Managers and Executive Coordinators in various locations, the Legal Assistant Manager will ensure the successful individual performance and professional development of ICD project assistants and legal assistants and the modification/coordination of workflow within local teams and among teams in various locations in order to achieve the highest consistent quality of service while meeting established standards for efficiency, staffing ratios, and expense budgets.

Responsibilities:
  • With the Practice Director, provide liaison leadership between the ICD legal assistant/project assistant staff and the Firm's general operations departments
  • While collaborating with other Managers and Executive Coordinators, take a leadership role with change management initiatives
  • Demonstrate the highest performance standards and serve as a role model to others
  • Participate in ICD legal assistant and project assistant recruitment; ensure successful onboarding and new-hire integration (provide ICD-specific training, assign ICD mentor and ensure successful mentoring is provided)
  • Coordinate training for legal assistants and project assistants as and when required on ICD-specific procedures (such as protocols for billing, fiduciary trust administration, engagement compliance, e-filing of tax returns, etc.) and new/upgraded resources that may be deployed by the Firm (such as a new docket system, a new matter intake system, new version of Interaction, etc.)
  • Ensure legal assistant and project assistant compliance with Day Pitney and ICD client record management standards (use of folder structures, naming conventions, etc.); provide training as may be required to ensure consistency and compliance with client record management requirements
  • Provide leadership with respect to use of technology and recommend procedural improvements to  increase efficiency of workflow and of information management
  • Recommend and implement ICD legal assistant assignment changes when and as required; collaborate with Office Managers and other Executive Coordinators as may be needed to achieve appropriate staffing ratios
  • Develop, foster, and manage teamwork among ICD legal assistants in each location and among locations so as to ensure that adequate staff coverage and phone coverage is provided at all times
  • Coordinate, prioritize and assist in delegating or redirecting work among ICD legal assistants to meet deadlines (even if across offices)
  • Budget, manage and approve ICD legal assistant overtime
  • Develop and implement best practices for ICD legal assistants with regard to handling of calls for absent colleagues or timekeepers and handling emergency or urgent calls from timekeepers, firm clients or external contacts
  • Provide guidance and training support to team members who have difficulty with technology and standards compliance
  • Identify and recommend developmental opportunities for project assistants and legal assistants
  • Assist the Practice Director with complex special projects and other duties as needed

Qualifications/Requirements:
  • Ability to supervise, train and mentor
  • Excellent team work and collaboration skills
  • Experience in handling a wide range of administrative and executive support-related tasks
  • Exceptional communication skills and ability to motivate and lead others
  • Exhibit sound judgment to make decisions on sensitive issues
  • Demonstrate resourcefulness and the ability to anticipate needs, prioritize responsibilities, take initiative and work independently
  • Interpret, explain and apply instructions and/or guidance, as appropriate in support of management activities or decisions
  • Demonstrate ability to perform high level legal assistant duties and to coordinate team(s)
  • Minimum eight to ten years of legal experience in trusts and estates, preferably in a large firm
  • Serve as subject matter resource for the staff regarding legal terminology and syntax as well as the formatting of legal documents