Estate Planning Paralegal

Remote – Full-Time
Schedule: Monday – Friday | U.S. Eastern Time (EST)
Exact Schedule: To Be Confirmed with the Firm
Industry: Estate Planning / Legal Services

About the Role

The Estate Planning Paralegal is responsible for supporting the firm's attorneys with the preparation, drafting, organization, and management of estate planning matters from initial intake through document signing.

The Paralegal will draft and prepare estate planning documents, maintain organized client files, review client information for completeness and accuracy, coordinate outstanding requirements, and ensure every assigned matter continues progressing according to established deadlines.

This position requires proven estate planning experience, exceptional attention to detail, strong legal writing abilities, and the ability to work independently in a remote environment.

The Estate Planning Paralegal works under the direct supervision of the firm's attorneys.

This position does not provide legal advice to clients. Any matter requiring legal interpretation, legal strategy, or legal advice must be escalated to the supervising attorney.

Key Responsibilities

Document Drafting & Preparation

• Draft estate planning documents based on:
  • Attorney instructions.
  • Client information.
  • Established firm templates.
• Prepare documents including:
  • Wills.
  • Trusts.
  • Powers of Attorney.
  • Health Care Directives.
  • Related estate planning documents.
• Prepare complete document packages for attorney review.
• Prepare final document packages for client signing.
• Revise drafts based on attorney feedback.
• Incorporate client updates when directed by the attorney.
• Maintain and properly use the firm's document templates.
• Ensure consistency across estate planning documentation.
• Follow established drafting procedures.
• Maintain high standards of legal writing.
• Ensure documents are properly prepared before attorney review.

Client File Management

• Open new client files.
• Organize intake information.
• Maintain client notes.
• Organize supporting documentation.
• Review client questionnaires.
• Review supporting documents for completeness.
• Identify missing information.
• Identify inconsistent information.
• Follow up on outstanding requirements as directed.
• Track each estate planning matter from:
  • Intake.
  • Document preparation.
  • Attorney review.
  • Revision.
  • Signing preparation.
• Maintain accurate matter statuses.
• Ensure client files remain complete and current.
• Prevent matters from becoming delayed because of missing information or administrative oversight.

Client Communication & Coordination

• Follow up with clients when directed by the supervising attorney.
• Request missing information.
• Request outstanding documents.
• Communicate clearly and professionally with clients.
• Coordinate signing appointments with the office team.
• Coordinate document delivery.
• Maintain communication with attorneys regarding:
  • Deadlines.
  • Priorities.
  • Outstanding information.
  • Open items.
• Maintain communication with internal staff regarding matter status.
• Escalate issues affecting deadlines or document preparation.
• Maintain clear boundaries between administrative/paralegal communication and legal advice.

Quality Control & Confidentiality

• Proofread every estate planning document before attorney review.
• Review documents for:
  • Correct names.
  • Correct dates.
  • Internal consistency.
  • Completeness.
  • Formatting accuracy.
• Identify drafting inconsistencies before documents reach the attorney.
• Minimize corrections required during attorney review.
• Follow the firm's established procedures.
• Follow applicable Florida requirements as directed by the supervising attorney.
• Handle confidential client information securely.
• Handle sensitive family information with discretion.
• Maintain professional integrity.
• Protect client confidentiality at all times.

Typical Workday

A typical workday may include:

Matter Review

• Review newly assigned matters.
• Review attorney instructions.
• Identify drafting priorities.
• Review approaching deadlines.
• Determine which matters require immediate attention.

Estate Planning Document Drafting

• Draft wills.
• Draft trusts.
• Draft Powers of Attorney.
• Draft Health Care Directives.
• Prepare related estate planning documentation.
• Use established firm templates.
• Revise existing drafts.

Client File Management

• Review client questionnaires.
• Organize supporting documentation.
• Identify missing information.
• Identify inconsistent information.
• Update client files.
• Maintain accurate matter status.

Follow-Up & Coordination

• Follow up on missing information when directed.
• Coordinate with attorneys.
• Coordinate with office staff.
• Prepare upcoming matters for signing.

Quality Control

• Proofread drafted documents.
• Verify names and dates.
• Check document consistency.
• Correct drafting issues before attorney review.

Attorney Updates

• Provide status updates regarding open matters.
• Communicate outstanding requirements.
• Flag matters requiring attorney input.
• Identify deadlines or issues requiring attention.

Typical Workweek

Monday – Friday | U.S. Eastern Time

Exact working hours will be confirmed with the firm.

Throughout a typical week, the Estate Planning Paralegal will:

• Review newly assigned matters.
• Draft estate planning documents.
• Revise documents based on attorney feedback.
• Maintain organized client files.
• Review client questionnaires.
• Track missing information.
• Follow up on outstanding requirements as directed.
• Prepare matters for attorney review.
• Prepare document packages for signing.
• Coordinate upcoming signing appointments.
• Maintain accurate matter statuses.
• Communicate open items to attorneys and staff.
• Ensure assigned matters continue progressing from intake toward signing.

Qualifications

Required

• Minimum of 1 year of experience working at an estate planning law firm.
• Hands-on experience drafting estate planning documents.
• Experience drafting:
  • Wills.
  • Related estate planning documents.
• Strong legal writing skills.
• Exceptional attention to detail.
• Excellent written English communication skills.
• Excellent verbal English communication skills.
• Proficiency with Microsoft Word.
• Proficiency with Adobe Acrobat.
• Ability to work independently in a remote environment.
• Ability to manage deadlines.
• Strong organizational skills.
• Ability to maintain accurate client files.
• High level of discretion.
• Ability to securely handle confidential client information.

Preferred

• Experience drafting multiple types of estate planning documents, including:
  • Wills.
  • Trusts.
  • Powers of Attorney.
  • Health Care Directives.
• Familiarity with estate planning workflows from intake through signing.
• Experience working with practice-management or legal document systems.
• Spanish language skills are a plus.

Core Competencies

The ideal Estate Planning Paralegal demonstrates strength in:

• Estate Planning
• Legal Document Drafting
• Legal Writing
• Document Preparation
• Document Review
• Proofreading
• Quality Control
• Client File Management
• Matter Tracking
• Client Communication
• Attorney Support
• Deadline Management
• Attention to Detail
• Organization
• Confidentiality
• Professional Judgment
• Independent Work
• Accountability
• Time Management
• Professional Communication

Performance Evaluation & Accountability

Performance will be evaluated based on the Paralegal's ability to consistently produce accurate, professional, and timely estate planning documentation while maintaining organized and complete client files.

Primary performance areas include:

• Accuracy of drafted documents.
• Quality of drafted documents.
• Timeliness of initial drafts.
• Timeliness of revisions.
• Organization of client files.
• Completeness of client files.
• Responsiveness to attorneys and staff.
• Professional client communication.
• Reliability.
• Collaboration with the supervising attorney.
• Ability to meet established deadlines.

Key Performance Indicators (KPIs)

• Document Accuracy: Maintain 98%+ accuracy on drafted documents, with minimal corrections required during attorney review.
• Drafting Timeliness: Deliver drafts and revisions within deadlines established by the supervising attorney.
• Internal Response Time: Respond to internal communications within 24 hours.
• Client File Accuracy: Maintain 100% of assigned client files complete and up to date.
• Attorney & Team Satisfaction: Maintain positive feedback from the supervising attorney and team regarding reliability, quality, and collaboration.

Reporting Structure

The Estate Planning Paralegal works under the direct supervision of the firm's attorneys.

The position works closely with:

• Supervising Attorney.
• Other Attorneys.
• Office Team.
• Administrative Staff.
• Clients.

The Paralegal is responsible for maintaining sufficient matter documentation and communication so the supervising attorney has clear visibility into:

• Current matter status.
• Drafting progress.
• Outstanding client information.
• Upcoming signings.
• Open items.
• Deadlines.
• Matters requiring attorney attention.

Software & Tools

• Microsoft Word – Estate planning document drafting and preparation.
• Microsoft Excel – Administrative tracking as required.
• Microsoft Outlook – Email and communication.
• Adobe Acrobat – PDF and document management.
• Firm Practice Management System – Matter and client management; training provided during onboarding.
• Firm Document Systems – Document preparation and management; training provided during onboarding.
• Hubstaff – Time and activity tracking provided by Virtrify.

90-Day Onboarding Plan

Phase 1 – Orientation | Weeks 1–2

During the first phase, the Estate Planning Paralegal will:

• Complete onboarding documentation.
• Complete confidentiality requirements.
• Receive access to:
  • Firm systems.
  • Estate planning templates.
  • Communication channels.
  • Practice-management tools.
• Learn the firm's estate planning workflow.
• Understand the complete process from:
  • Intake.
  • Document preparation.
  • Attorney review.
  • Signing.
• Review established templates.
• Learn documentation standards.
• Begin drafting basic estate planning documents.
• Complete initial drafting under close attorney review.
• Receive feedback regarding drafting quality and firm-specific expectations.

Phase 2 – Integration | Weeks 3–6

During the second phase, the Estate Planning Paralegal will:

• Begin independently drafting estate planning documents from attorney instructions.
• Apply established templates appropriately.
• Manage client file organization.
• Review client questionnaires and supporting documentation.
• Follow up on outstanding information as directed.
• Maintain accurate matter statuses.
• Prepare matters for attorney review.
• Participate in check-ins with the supervising attorney.
• Participate in feedback meetings.
• Incorporate attorney feedback into future drafting.
• Progressively increase independence.

Phase 3 – Performance Optimization | Weeks 7–12

During the final onboarding phase, the Estate Planning Paralegal will:

• Independently manage assigned matters from intake through signing preparation.
• Draft required estate planning documents.
• Manage revisions.
• Maintain complete and accurate client files.
• Track outstanding requirements.
• Coordinate signing preparation.
• Submit weekly status updates.
• Maintain established accuracy standards.
• Meet attorney-defined deadlines.
• Identify workflow inefficiencies.
• Recommend process improvements.
• Propose appropriate workflow enhancements.
• Complete a 90-day performance review with the firm.
• Receive a monthly time and activity report from Virtrify during the first 90 days.

Work Environment

• Fully remote position.
• Full-Time.
• Monday – Friday during U.S. Eastern Time business hours.
• Exact schedule to be confirmed with the firm.
• Quiet and professional remote workspace required.
• Reliable high-speed internet connection.
• Updated Windows or Mac computer system.
• Secure handling of confidential client information required at all times.
• Ability to work independently.
• Ability to consistently meet deadlines.
• Professional environment appropriate for confidential legal and client communications.

About the Company

Our client is an established South Florida law firm focused exclusively on estate planning.

The firm helps individuals and families prepare and update estate plans so their wishes are clearly, accurately, and professionally documented.

The firm's estate planning services include the preparation and management of documents such as:

• Wills.
• Trusts.
• Powers of Attorney.
• Health Care Directives.
• Related estate planning documents.

Clients may work with the firm through both:

• In-person office appointments.
• Virtual consultations.

The organization emphasizes a client-centered approach and personalized attention, requiring every matter to be handled with professionalism, accuracy, confidentiality, and attention to detail.

The Estate Planning Paralegal plays an essential role in maintaining this standard by ensuring documents are properly drafted, files remain organized, missing information is addressed, and matters progress efficiently from intake through signing preparation.

Final Notes

The Estate Planning Paralegal is expected to become a reliable operational owner of assigned estate planning matters while working under the direct supervision of the firm's attorneys.

Success in this position means:

• Estate planning documents are drafted accurately.
• Drafts consistently require minimal attorney corrections.
• Document accuracy remains at or above the 98% target.
• Wills, trusts, Powers of Attorney, Health Care Directives, and related documents are prepared according to attorney instructions.
• Client questionnaires are carefully reviewed.
• Missing or inconsistent information is identified promptly.
• Client files remain 100% complete and current.
• Drafts and revisions are delivered according to attorney-established deadlines.
• Internal communications receive responses within 24 hours.
• Every document is thoroughly proofread before attorney review.
• Client confidentiality is consistently maintained.
• Signing packages are properly prepared.
• Matters progress efficiently from intake through signing preparation.
• The Paralegal communicates proactively regarding deadlines, priorities, and outstanding requirements.
• Legal advice remains exclusively with the supervising attorney.
• By the end of the first 90 days, the Paralegal independently manages assigned matters from intake through signing preparation while maintaining the accuracy, organization, legal-writing quality, confidentiality, and responsiveness expected by the firm.