Experienced Estate Planning/Probate Legal Assistant or Paralegal

POSITION SUMMARY: Florida Elder Law Firm seeks an experienced Estate Planning/Probate Legal Assistant or Paralegal to support our Probate and Estate Planning Attorneys. The ideal candidate will have document drafting experience and be comfortable with client follow-up. This position can be either hybrid or remote. This role is a critical point of contact with clients, and the applicant must consistently exhibit professionalism, courtesy, knowledge, and “White Glove” service.

FIRM MISSION: Our firm is dedicated to providing empathetic, responsive, and discreet service. Elder Law is highly personal, sometimes urgent, and always requires a sensitive approach to client needs.

THE IDEAL APPLICANT: The ideal candidate will have 3 years of experience in drafting Estate Planning documents (Wills, Trusts, Powers of Attorney, etc. in WealthCounsel), including specialized Trusts (e.g., RLT, Special Needs, Qualified Income Trusts), and probate documents for Formal and Summary Administrations. They should be proficient in e-filing, scheduling hearings, and client follow-up. The role demands excellent writing and grammar, a solid understanding of Probate Court processes in Florida, and strong technological proficiency, including familiarity with Office 365, Wealth Counsel, Elderdocx, and, preferably. We seek an applicant who is organized, responsible, detail-oriented, and reliable.

POSITION REQUIREMENTS & KEY SKILLS:

• 3 years’ experience in a Probate and Estate Planning drafting
• Experience drafting probate documents for Formal and Summary Administrations.
• Knowledge of the Florida Probate Circuit Court system.
• Exceptional communication and writing skills, with a keen eye for detail.
• Empathy and patience in communicating with diverse clients and families in sensitive situations.
• Ability to work independently with minimal supervision, while also being a team player.
• Strong critical thinking skills with the ability to prioritize tasks.
• Ability to manage time, multi-task, and adapt quickly to changing needs.

RESPONSIBILITIES INCLUDE:

• Draft probate documents for Formal and Summary Administrations.
• Draft estate planning documents such as Wills, Powers of Attorney, Trusts, Deeds, and Healthcare Advance Directives.
• Track revisions, prepare final documents for execution, and occasionally meet clients for document review and signings (Notary required).
• E-file documents with probate courts as needed; prepare for hearings.
• Manage attorneys’ calendars and ensure timely client communication.
• Address general client inquiries, document edits, and follow-up as needed.
• Assist attorneys with matter management, tracking client touchpoints, and ensuring tasks are completed on time.
• Participate in client triage as needed in collaboration with the Sales & Intake team.
• Regularly update internal teams and participate in weekly team meetings via Zoom.
• Adhere to all firm processes, policies, and procedures.

REPORTING RELATIONSHIP: This role reports directly to the firm’s Attorneys, under the supervision of the Elder Law Sales & Intake Team Leader and the Director of Operations.

HOME OFFICE REQUIREMENTS: The position can be remote, with the expectation that candidates will maintain a fully-equipped home office at their own expense, including:

• Desktop/Laptop, Mobile Phone (Desk phone if required), Photocopier, Scanner, Fax, and a reliable Internet connection.

AUTHORITY: The Hybrid Legal Assistant/Paralegal is prohibited by ABA and Florida Bar rules from practicing law or giving legal advice. All work must be performed under the direct supervision of an attorney.

CONFIDENTIALITY: All employees must sign a Confidentiality Agreement to protect the privacy of our clients and the firm.