Legal Administrative Assistant

Role Overview

• Enter client and matter information from HubSpot into ActionStep, including names, contact details, referral sources, and supporting metadata.
• Ensure all data is accurate, complete, and logically structured raising any inconsistencies or missing details proactively.
• Follow up with leads via email on behalf of lawyers, using Outlook and client context from HubSpot.
• Draft basic legal documents by pre-populating precedents, including Testamentary Trust Wills, Estate Planning documents, and probate applications.
• Assist with amending template wills based on lawyer instructions, ensuring accurate reflection of call notes and client requests.
• Conduct asset and estate searches by sending out pro forma letters and tracking results from various institutions.
• Send invoices to clients using Xero, with data sourced from ActionStep.
• Follow up with clients regarding unpaid invoices and provide support on receivables where needed.
• Make outbound calls to banks and institutions to follow up on estate matters; no inbound client calls required.
• Support basic admin tasks such as file setup, estate inquiry tracking, and coordination of legal documentation.
• Join internal syncs with the legal and operations teams, including Sales and Delivery meetings, where relevant.

Requirements

• 3+ years of experience as a Paralegal or in a legal admin support role, estate planning or probate a plus, but not required.
• High attention to detail and a strong sense of data accuracy, especially when handling legal documents and client records.
• Takes initiative to raise inconsistencies, clean up data, and proactively keep matters moving forward.
• Demonstrates ownership over tasks, processes, and outcomes with a project management mindset.
• Strong written communication skills, with the ability to draft clear, professional emails to clients.
• Comfortable working independently with minimal supervision in a remote environment.
• Exposure to legal practice management systems or digital filing tools is a plus.
• A genuine interest in estate planning or deceased estates is highly valued.
• Able to join internal syncs across teams and communicate clearly via Slack, Zoom, or Google Meet.
• Proficiency with the following tools: HubSpot, Xero, ActionStep, Microsoft Outlook and Word, Adobe Acrobat, Aircall (outbound only), Todoist, Zoom, Google Meet, Slack, Google Drive, and ChatGPT.