Probate and Trust Admin Paralegal - In Office

Job Description

Job Description

Build a Rewarding Career Helping Families Navigate Probate & Trust Administration

Probate & Trust Administration Paralegal l Starting at $75,000/yr l 08:30AM to 05:00PM

Make a meaningful impact as a Probate & Trust Administration Paralegal , helping families navigate important life transitions with confidence and care. In this role, you'll manage probate and trust administration matters from start to finish while delivering exceptional client service and supporting a collaborative, client-focused legal team.

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The ideal candidate is highly organized, proactive, tech-savvy, and able to manage multiple matters while maintaining accuracy, professionalism, and compassion when working with clients during significant life transitions.

Key Responsibilities

Probate Administration

• Assist attorneys with formal and informal probate administration matters
• Prepare and file probate pleadings, petitions, inventories, accountings, notices, and related court documents
• Coordinate court filings and monitor deadlines
• Communicate with personal representatives, beneficiaries, courts, and third parties regarding case status and required documentation
• Track and maintain probate administration timelines and task lists
• Assist with estate asset collection, valuation, and distribution processes

Trust Administration

• Support attorneys in administering revocable and irrevocable trusts
• Prepare trust administration correspondence and beneficiary notices
• Coordinate trust funding and asset transfers
• Communicate with financial institutions, investment advisors, accountants, and beneficiaries
• Assist with trust accountings and trust distribution documentation
• Maintain accurate trust administration records and files

Client Communication & Case Management

• Serve as a primary point of contact for clients regarding administrative and procedural matters
• Provide timely updates and follow-up regarding case progress and next steps
• Schedule client meetings and coordinate attorney calendars
• Ensure clients receive a high level of service, responsiveness, and support throughout the administration process
• Escalate legal questions and complex issues to attorneys as appropriate

Document Management & Administrative Support

• Maintain organized electronic and physical case files
• Ensure all client information is accurately entered into practice management software
• Draft correspondence, engagement letters, and routine legal documents
• Manage document collection and organization from clients and third parties
• Support process improvement initiatives and workflow optimization

Client Experience

• Deliver a compassionate, professional, and client-focused experience
• Anticipate client needs and proactively address potential concerns
• Ensure matters progress efficiently and that no deadlines or tasks fall through the cracks
• Contribute to a culture of excellence, accountability, and service

Qualifications

• 3+ years of experience as a Probate Paralegal, Trust Administration Paralegal, Estate Planning Paralegal, or similar role
• Strong knowledge of probate and trust administration processes
• Experience preparing probate court filings and trust administration documents
• Excellent written and verbal communication skills
• Strong organizational and project management abilities
• High attention to detail and accuracy
• Ability to manage multiple matters simultaneously while meeting deadlines
• Proficiency with Microsoft Office and legal practice management software

Preferred Qualifications

• Experience with estate planning, probate, and trust administration law
• Familiarity with Clio, WealthCounsel, ElderCounsel, or similar legal technology platforms
• Experience working directly with financial institutions and beneficiaries
• Bachelor's degree or Paralegal Certificate preferred

Core Competencies

• Client-first mindset
• Accountability and ownership
• Strong communication and interpersonal skills
• Attention to detail
• Problem-solving and critical thinking
• Systems and process orientation
• Professionalism and discretion
• Adaptability and continuous improvement

What Success Looks Like

• Probate and trust matters are managed efficiently and accurately
• Deadlines and court requirements are consistently met
• Clients feel informed, supported, and cared for throughout the process
• Case files and data are maintained with exceptional accuracy
• Attorneys can rely on proactive case management and follow-through
• Opportunities for process improvement are identified and implemented

We are looking for someone who is not only skilled and dependable, but who also genuinely cares about doing meaningful work and supporting both clients and teammates with excellence. If you are a proactive problem-solver who takes pride in being reliable, detail-oriented, and committed to continuous learning, we would love to hear from you.

We understand the complexities of navigating new opportunities in the legal space. You can trust that all employment inquiries are kept strictly confidential.

Job Type: Full-time