The Administrative Assistant is a central part of The Heritance Lawyers team (formerly Hermance Law) and is often the first impression of our firm. This role supports attorneys and legal staff by managing daily office operations, coordinating client communications, scheduling appointments, and ensuring the office runs efficiently. The Administrative Assistant plays a vital role in creating an exceptional client experience while maintaining organization, professionalism, and attention to detail in a fast-paced legal environment.

This position requires exceptional customer service, strong organizational skills, the ability to prioritize multiple responsibilities, and a commitment to following established systems and processes.

Compensation & Growth

Starting Pay: $22 – $25 per hour, depending on experience.

At The Heritance Lawyers, we believe in rewarding team members who demonstrate initiative, accountability, and a commitment to excellence. Employees in this position can expect:

• A 90-day introductory performance review to evaluate progress, training, and overall fit.
• A 6-month performance review with the opportunity for a compensation adjustment based on performance and demonstrated growth.
• An annual performance review with merit-based compensation increases tied to individual performance, contributions to the firm, and overall business results.

We are committed to providing opportunities for professional growth and career advancement for team members who consistently deliver exceptional service and embrace our firm's values.

Clerical & Office Support

• Answer phones and manage incoming correspondence.
• Oversee the SweetProcess portal and help maintain the integrity and quality of the firm's policies and procedures, ensuring that all new processes receive proper approval.
• Schedule appointments and meetings, and coordinate internal office activities.
• Maintain company calendars and update staff time off.
• Handle incoming and outgoing mail, packages, and deliveries accurately and promptly.
• Maintain a clean, organized, and professional reception area and common spaces.
• Manage office supplies and inventory, placing orders as needed.
• Assist with special projects and firm events.
• Monitor the firm's general email inbox and route communications appropriately.
• Provide administrative support, including data entry, filing, scanning, copying, document preparation, and maintaining accurate records.
• Manage assigned tasks within Clio, ensuring work is completed on time and task statuses are updated appropriately.
• Assist with miscellaneous office activities to improve workflow and support the firm's daily operations.

Prospective Client Intake & Scheduling

• Serve as the first point of contact for prospective and existing clients by phone, email, text, and in person.
• Answer incoming calls, determine the nature of the inquiry, and appropriately direct or assist callers.
• Schedule consultations and appointments according to firm protocols and attorney availability.
• Conduct timely follow-up calls, emails, and text messages with prospective clients who have not yet scheduled consultations.
• Confirm appointments and ensure clients receive all required information and forms prior to their consultation.
• Coordinate consultation reschedules, cancellations, and no-show follow-up communications.
• Work closely with attorneys, Sales Advisors, and legal staff to ensure prospective clients are routed appropriately based on their legal needs.
• Maintain accurate records of all client communications, appointments, and lead activity within the firm's CRM and scheduling systems.
• Keep consultation schedules current and communicate changes promptly to all appropriate team members.
• Assist with preparing client portfolios, consultation packets, workshop materials, and other documents needed for appointments.
• Support administrative closing processes by ensuring files, communications, and related administrative tasks are completed accurately and in a timely manner.

Client Experience

• Welcome every client and visitor with warmth, professionalism, and genuine hospitality.
• Create an exceptional first impression for every prospective and existing client.
• Communicate with clients regarding appointments, documentation, and general inquiries.
• Answer incoming calls professionally and provide assistance or route calls appropriately.
• Ensure client communications are handled promptly, accurately, and courteously.
• Uphold confidentiality and discretion when handling sensitive client and firm information.

Office Coordination & Communication

• Collaborate with all departments to promote efficient communication and workflow.
• Monitor shared communication channels and ensure messages are routed to the appropriate team members.
• Support attorneys and staff through accurate administrative assistance.
• Maintain organized electronic and physical records in accordance with firm procedures.
• Ensure administrative tasks are completed accurately and deadlines are consistently met.
• Identify opportunities to improve office efficiency and enhance the client experience through process improvements.

• Previous administrative or office experience required; legal or professional services experience preferred.
• Excellent customer service and interpersonal communication skills.
• Exceptional organizational and time management abilities.
• Strong attention to detail and accuracy.
• Ability to multitask, prioritize responsibilities, and work effectively in a fast-paced environment.
• Professional demeanor with a positive, solution-oriented attitude.
• Strong computer proficiency, including Microsoft Office 365, and the ability to quickly learn legal software, CRM systems, and other firm technology.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.

What Success Looks Like

The ideal Administrative Assistant is dependable, proactive, highly organized, and client-focused. They take ownership of their responsibilities, communicate effectively, anticipate needs, follow through on commitments, and consistently provide exceptional service to both clients and team members while supporting the efficient operation of the firm.

At The Heritance Lawyers, we believe estate planning is about more than preparing legal documents—it's about protecting families, preserving legacies, and providing peace of mind. We are committed to delivering exceptional legal services with compassion, professionalism, and an outstanding client experience.

As one of California's fastest-growing estate planning law firms, we foster a culture of accountability, collaboration, continuous improvement, and innovation. We invest in our team, embrace technology, and provide opportunities for professional growth.