Trust & Probate Administration Paralegal

Job Description Job Description Trust & Probate Administration Paralegal (Part-Time – 25 Hours/Week) Location: Menlo Park, California Position Summary: We are seeking a part-time paralegal experienced in trust and probate administration to support our estate planning practice. The paralegal will work closely with attorneys, trustees, and beneficiaries to manage trust and probate matters from start to finish. The ideal candidate is detail-oriented, proactive, and able to work both independently and collaboratively. Key Responsibilities: 1. Probate Administration Draft and edit all probate documents, including small and large estate documents (e.g., PC 13100 Affidavits, Judicial Council forms). Gather, organize, and analyze estate information Ensure compliance with local court rules and forms. Coordinate legal courier deliveries as necessary. Assist attorney in preparing petitions: Draft initial and supplemental petitions, notices, waivers, court coversheets, and orders. File electronically and by hardcopy. Review Probate Notes and coordinate with Probate Attorney. Obtain certified copies and record orders with relevant counties. 2. Trust Administration Assist with compiling assets and beneficiaries Draft and send periodic advice/status letters and instructions to trustees. Develop and utilize checklists and templates for efficient document production. Draft key documents: Certificate of Trust Notification by Trustee under PC §16061.7/15800 Notification of Proposed Action Notice to DHCS, Franchise Tax Board, Credit Bureaus SS-4 Obtain EIN online Communicate with trustees via phone, email, and in-person meetings. Maintain distribution tracking and trust administration Prepare inventories, appraisals, and allocation of assets. Draft trust distribution summaries, waivers, and receipts. Draft Summary and Formal Accountings. Draft Court petitions for Reformation and Confirmation of Trust Assets with notices, waivers, court coversheets, and Orders Assist with Federal Estate and Gift Tax returns (Forms 706 and 709). Client-Facing Responsibilities Conduct trust administration and probate intake meetings. Follow up with clients to gather missing information and documents. Assist with client signing appointments. Maintain clear communication with outside professionals (attorneys, appraisers, tax preparers, realtors, escrow officers, etc.). Administrative Responsibilities Maintain organized electronic and physical client files. Input billable and non-billable time entries (Smokeball). Scan, copy, and archive relevant documents. Review monthly prebills for accuracy. Manage calendar events, and assist with billing tasks. Answer phones and greet clients when receptionist unavailable. Attend weekly case and staff meetings and assist with coordination of support staff. Assist in file closing and storage procedures. Track and update deadlines and client notes in Smokeball. Professional Development Attend continuing legal education (CLE) as required. Participate in internal training and professional development initiatives. Required Skills & Qualifications High School Diploma required; Paralegal Certificate or Attorney Certification . Minimum of 2 years experience in trust and probate administration. Proficiency in Microsoft Word, Excel, and case management software (will be trained in Smokeball). Exceptional attention to detail, organizational, proofreading, and communication skills. Ability to draft legal documents with minimal supervision. Strong interpersonal skills and ability to handle sensitive client information confidentially. Ability to identify and flag complex legal issues for attorney attention. Physical Requirements Sit for prolonged periods (up to 70% of workday). Occasionally lift, carry, or pull up to 15 pounds. Reach, bend, crouch, and perform repetitive hand movements (typing, writing). Must possess adequate hearing, sight, and speech to perform job duties. Driving Requirement Must have a valid California driver’s license and current auto insurance. Must be able to drive to external meetings, courthouses, and other job-related locations as needed.

Location: Menlo Park, California, US

Posted Date: 8/18/2025