Legal Administrative Assistant

Legal Administrative Assistant About the Firm MMJ Law is a boutique trust \& estate and asset protection firm serving clients in Florida, Arizona, and throughout the country. The firm specializes in asset protection, estate planning and probates. This is a small, close\-knit team of seasoned, highly skilled professionals led by attorney Matthew M. Jones. The firm values accuracy, professionalism, independent thinking, and a calm, focused work environment. About the Role This position is the operational backbone of the firm's daily workflow. The Legal Administrative Assistant manages scheduling, document tracking, and client communication. The role requires someone who can work independently, follow workflows and use solid judgement without being given step\-by\-step direction for every scenario. Maintaining a high standard of accuracy in written communication and data entry is critical. Phone and front desk duties are minimal — the firm averages fewer than ten calls per day and sees in\-office clients only a few times per week. This is an administrative role with legal substance, not a reception\-heavy position. For the right candidate, this is a hybrid role with 2 WFH days per week. Day\-to\-Day Responsibilities Process client intake: send questionnaires, document requests; track completion and follow up. Schedule consultations and signing appointments via direct coordination; manage appointment workflows and ensure attorney preparation materials are in place. Communicate with clients, leads, and team via email, text, and phone. Written accuracy — names, case details, spelling — is critical. This is not a drafting role, but familiarity with may be required in busy months. Maintain office areas — reception, conference, and kitchen — and manage incoming mail, ensuring documents reach the appropriate team member. Answer phones; provide assistance where possible, take accurate messages and route inquiries appropriately. Volume is low. Requirements Estate planning experience is required. The candidate must already understand estate planning terminology, document types, and processes — including trusts, wills, probate, powers of attorney, deeds, and beneficiary designations. General legal experience in other practice areas (PI, family, civil, criminal, etc.) is not a substitute on its own. or legal secretary role, with substantial time in estate planning. Demonstrated accuracy in written communication — spelling, client names, case details, and data entry. Accuracy is prioritized over speed, with the expectation that speed will follow. Ability to work independently, exercise judgment on routine matters, and escalate appropriately when needed. Professional demeanor and emotional steadiness in a small\-team environment where everyone works closely together. Strong written and verbal communication skills. Client\-facing communication must be polished and error\-free. Very comfortable with Office365 (especially Outlook), Adobe, RingCentral (or similar VoIP) Very comfortable with technology. Preferred Qualifications Florida Notary Public commission (active or willing to obtain). Experience with MyCase or comparable legal case management software. Experience with legal document drafting or preparation, particularly deeds, trust documents, or probate filings. Familiarity with Calendly, Dropbox or similar scheduling and productivity tools. Familiarity with emerging Intelligence technology, or a strong willingness/capability to learn. Work Environment and Team This is a small, established firm with a team of experienced professionals in their mid\-careers. The right candidate will be someone who thrives in a collaborative but low\-drama environment, who values doing things right over doing things fast, and who brings the maturity and professional judgment that come with the right experience. The firm is implementing structured processes around emerging workplace technology, and the candidate should be comfortable adapting to evolving workflows. Pay: $48,000\.00 \- $52,000\.00 per year Benefits: Health insurance Paid time off Work from home Work Location: Hybrid remote in Tampa, FL 33609