Probate and Estate Planning Legal Assistant.

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for a Probate and Estate Planning Legal Assistant based in Brazil.

We are seeking an experienced Probate and Estate Planning Legal Assistant to provide essential legal and administrative support to a US-based legal team. In this fully remote role, you will help manage probate and estate planning matters from initial client onboarding through document preparation, filing, and follow-up. You will prepare and proofread legal documents, coordinate deadlines, maintain accurate case records, and ensure matters progress efficiently. You will also communicate directly with clients, support attorneys with day-to-day priorities, and proactively identify potential delays or missing information. The ideal candidate is organized, dependable, detail-oriented, and confident working independently while knowing when to ask questions or escalate concerns. This is a long-term opportunity to contribute to a responsive, professional legal service environment.

Accountabilities

• Assist attorneys with probate and estate planning matters, proactively coordinating next steps to keep assigned cases moving forward.

• Provide general legal and administrative support to attorneys and the wider production team as needed.

• Prepare, draft, proofread, and format probate pleadings, estate planning documents, legal correspondence, and related materials for attorney review or filing.

• Coordinate legal filings and ensure all required documentation is accurate, complete, and submitted within applicable deadlines.

• Manage client onboarding and maintain organized, accurate electronic client files, case records, and supporting documentation.

• Communicate professionally with clients regarding case progress, document requests, onboarding requirements, and upcoming steps.

• Monitor probate and estate planning deadlines, follow up on outstanding tasks, and proactively communicate missing information or potential issues.

• Take ownership of assigned matters and complete tasks independently without requiring repeated reminders.

• Communicate regularly with attorneys and team members about case status, priorities, deadlines, and potential delays.

• Assist with answering, screening, and routing incoming calls, handling approximately 2–3 calls per day.

• Manage attorney calendars, appointments, case-related commitments, and important deadlines.

• Track and record billable time accurately and consistently.

• Maintain confidentiality and follow established procedures while ensuring professional communication and timely task completion.

• Identify and flag issues early so attorneys can address them before they affect case progress.

Requirements:

• Strong previous experience working as a Legal Assistant is essential.

• Demonstrated experience supporting probate matters is required.

• Estate planning experience is strongly preferred.

• Practical experience drafting and preparing legal documents, pleadings, filings, and related correspondence.

• Proven ability to track and record billable time accurately.

• Fluency in English, with strong written and verbal communication skills.

• Excellent typing skills and document preparation capabilities, including proofreading and formatting.

• Strong understanding of legal case management, client onboarding, deadline tracking, and calendar coordination.

• Ability to independently manage assigned probate and estate planning matters and ensure consistent progress.

• Proactive approach, with the confidence to take initiative, ask relevant questions, and escalate potential problems.

• Strong organizational skills, attention to detail, accountability, and the ability to manage multiple priorities.

• Professional and empathetic client communication skills, with a commitment to confidentiality and service quality.

• Comfortable receiving direct professional feedback and using it to improve performance.

• Ability to work effectively both independently and collaboratively in a remote team environment.

• Experience with Smokeball CRM is preferred but not mandatory.

• Familiarity with legal practice tools such as Smokeball CRM and VXT is an advantage.

• Availability to work Monday through Friday, from 8:00 a.m. to 5:00 p.m. Central Time (CST/CDT).

Benefits:

• Monthly salary ranging from USD 1,150 to USD 1,220.

• 100% remote, home-based working arrangement.

• Full-time, long-term career opportunity.

• Paid time off.

• Performance-related bonuses.

• Parental leave.

• Professional development and training opportunities.

• Dedicated team support.

• Opportunity to work with clients whose core values align with the professional environment.

• Opportunity to develop specialized experience in probate and estate planning legal support.