Classification: Full-Time, non-exempt
Location: In Person/On-site – Juno Beach, FL
Position Summary
The Trusts & Estates Paralegal will support attorneys through all phases of estate planning, probate, and trust administration. This role requires a balance of substantive billable work and administrative file management. The ideal candidate takes charge, works independently, and is a detail-oriented professional capable of managing multiple court, tax, and client deadlines while maintaining high-quality work product. This role, featuring direct client contact and hands-on responsibility during sensitive life transitions, directly impacts the positive outcomes of our clients’ matters. This is the perfect position for the professional who really cares and derives a high level of satisfaction from helping people and a “job well done.”
Preferred Qualifications
- Education: Bachelor’s degree and/or a Paralegal Certificate from an ABA-approved program.
- Experience: 3–5 years of experience in probate and trust administration (Florida experience strongly preferred).
- Technical Skills: Proficiency in Microsoft Office Suite, document management, and probate/estate tax software.
- Abilities: Strong writing and communication skills, ability to bill 1,400 + hours annually, and an understanding of the Florida Probate and Trust Codes and rules of procedure.
Compensation and Benefits
- Salary:
- Mid-Level (3–5 years’ experience): $60,000 – $75,000 per year.
- Senior Level (5+ years / High-Net-Worth & 706 expertise): $75,000 – $90,000+ per year.
- PTO
- Health, dental, vision insurance
- Life insurance, LTD, STD
- 401k
Core Responsibilities and Duties
Substantive & Billable (80-90%)
- Estate & Trust Administration: Draft pleadings for formal, summary, and ancillary probate administrations.
- Prepare letters of administration, inventories, and accountings for beneficiaries and courts.
- Tax Document Preparation: Assist in preparing federal estate tax returns (Form 706).
- Estate Planning Support: Drafting support for foundational estate planning documents, including Wills, Revocable Trusts, Powers of Attorney, Healthcare Surrogate Designations, and Living Wills.
- Asset & Funding Coordination: Assist clients with the asset verification and funding process, including drafting change-of-beneficiary forms for financial accounts.
- Legal Research: Utilize LexisNexis to perform preliminary statutory and case law research regarding probate and trust laws.
Administrative & Non-Billable (10-20%)
- Conflict Checks: Processing new matter intake forms and running conflict-of-interest searches.
- File Maintenance: Organizing physical or digital client files, maintaining estate planning originals, and ensuring proper saving of correspondence, deeds, and corporate books.
- Scheduling & Signing Coordination: Coordinating the scheduling of client consultations, document review sessions, and formal estate executions (notarizing and witnessing).
- Vendor Management: Directing activities of appraisers, asset search vendors, couriers, and copy centers.
Performance Indicators
- Positive, “can-do” attitude and a team-oriented, collaborative approach to professional responsibilities.
- Accuracy and timeliness of probate court filings and notice publications.
- Consistent achievement of monthly billable hour targets.
- Effectiveness in managing sensitive client interactions with empathy and professionalism.
- Reliability and strict attention to statutory deadlines.
Examples of Substantive Legal Work
Case & File Management
- Ensuring Deadline Compliance: Calendaring and tracking court deadlines for creditor claims, inventory filings, final accountings, and tax filing deadlines.
- Filing: Electronically filing (e-filing) probate petitions, notices, and pleadings via the Florida Courts E-Filing Portal.
Probate & Trust Administration
- Drafting Pleadings: Assisting with initial drafts of Petitions for Administration, Orders Appointing Personal Representative, Notices to Creditors, and Petitions for Discharge.
- Asset Marshaling: Contacting financial institutions to gather date-of-death values, liquidating estate accounts, and maintaining clear asset logs.
- Accountings: Preparing comprehensive fiduciary accountings for trusts and estates to be distributed to beneficiaries.
- Client Meetings: Meeting with personal representatives, trustees, and beneficiaries to secure historical asset documents and ensure compliance with estate requirements.
- Creditor Claims: Reviewing and tracking claims filed against the estate; drafting objections or coordinate payments to valid creditors.
- Vendor Management: Directing the activities of local couriers, publication newspapers for creditor notices, real estate appraisers, and estate liquidators.
Estate Planning & Trust Funding
- Document Customization: Tailoring estate planning packages based on attorney-approved designs.
- Asset Transfers: Preparing assignments of property, corporate stock transfers, and coordinating with financial advisors to align accounts with trust funding instructions.
- Real Estate Coordination: Draft deeds (Into Trust, Ladybird, Distributive deeds) and recording documents to transfer real property into trusts or to beneficiaries.