Probate & Estate Planning Legal Assistant in Winter Park, Florida at Family First Firm

Job Summary

The Estate Planning & Probate Legal Assistant provides administrative and legal support to attorneys and paralegals across the Estate Planning and Probate teams. This position plays an important role in maintaining strong client communication, coordinating case activity, preparing and organizing legal documents, managing files and deadlines, and supporting cases from initial engagement through completion.

The Legal Assistant works closely with attorneys and paralegals to ensure matters progress efficiently and accurately while providing clients with a professional, responsive, and supportive experience. Responsibilities may include assisting with estate design sessions, witnessing signings, preparing estate planning documents, coordinating probate filings and deadlines, communicating with clients and third parties, and assisting with case completion and closure activities.

Job Responsibilities

Client & Third-Party Communication: Provide professional, empathetic, and responsive communication with clients throughout the estate planning and probate processes. Gather necessary information, provide general case updates under attorney or paralegal direction, and respond to routine inquiries. Communicate with courts, financial institutions, beneficiaries, creditors, and other third parties as directed to obtain records, gather information, or relay case-related information.

Case Management & Scheduling: Maintain organized, accurate, and current client files and assist with the overall progression of Estate Planning and Probate matters. Coordinate design sessions, witnessing signing appointments, telephone conferences, office appointments, and other case-related meetings. Track deadlines, outstanding documentation, follow-up items, and case activity to support timely completion and compliance with applicable legal requirements, court procedures, and internal processes.

Document Preparation, Drafting & Filing: Assist with preparing, organizing, drafting, and filing legal documents and correspondence for attorney or paralegal review. Documents may include Advanced Directives and supporting estate planning documents, probate petitions, notices, inventories, accounts, legal forms, correspondence, and other case-related documentation. Maintain attention to detail, accuracy, confidentiality, and applicable legal standards throughout the documentation process.

Estate Planning Support: Assist with Estate Planning matters throughout the planning process, including preparing for client consultations and estate planning signings, coordinating signing appointments and materials, assisting with introductory estate planning documents, and supporting post-signing and case closure activities such as trust funding and deed recording.

Probate & Estate Administration Support: Assist attorneys and paralegals with the progression of probate and estate administration matters, including gathering information regarding assets and creditors, coordinating required documentation and court filings, monitoring court correspondence and case deadlines, and assisting with communications involving clients, beneficiaries, creditors, courts, financial institutions, and other involved parties.

Correspondence & Administrative Support: Review, organize, scan, file, and route incoming and outgoing correspondence and legal documentation. Process correspondence to clients, beneficiaries, creditors, courts, and other parties while ensuring materials are accurately labeled, maintained, and distributed to the appropriate team member. Support overall departmental efficiency by maintaining organized systems and anticipating administrative needs.

Team Collaboration: Collaborate closely with attorneys, paralegals, and other team members to support efficient case progression and a positive client experience. Assist with preparing case materials, coordinating internal communication, managing task follow-through, and proactively identifying items requiring attention. Contribute to a cohesive team environment by being dependable, responsive, and solution oriented.

Additional Duties: Perform other responsibilities as assigned by firm leadership to support departmental operations and organizational objectives.