Paralegal Assistant - Estate Planning

Location: Remote — California Only

About the Position

A professional Estate Planning Business is seeking an experienced and highly organized (Bilingual - English / Spanish) Estate Planning Paralegal Assistant to join there growing team.

This is a fully remote position; however, applicants must be located in California.

We are looking for someone with hands-on experience, who will be the right hand for the operations teams, reviewing and or submitting for processing and preparing California Living Trusts and related estate planning documents, managing client files, and working with legal CRM/case-management software, preferably CLIO Grow and Manage.

Experience with Clio Manage or Clio Grow is preferred but not required. Candidates with experience using other legal CRM, practice-management, document-management, or case-management systems are encouraged to apply.

Key Responsibilities

• Serve as the owner’s administrative and operational right hand, helping manage daily priorities, client matters, follow-ups, and overall workflow.
• Manage the client process from lead → consultation → agreement → payment → intake → document preparation → signing/notary → recording → completion.
• Manage Clio or other legal CRM/case-management systems, keeping client information, notes, tasks, documents, payments, and statuses accurate and up to date.
• Manage incoming leads, emails, consultations, appointments, and client follow-ups, ensuring nothing falls through the cracks.
• Prepare and send service agreements, intake forms, questionnaires, payment requests, confirmations, and routine client communications.
• Track payments, outstanding balances, agreements, deadlines, and pending client items.
• Review client intake information for completeness before submitting files to the paralegal for document preparation.
• Coordinate closely with the paralegal and notaries to keep client files moving efficiently through each stage.
• Maintain organized digital client files and provide clients with professional updates regarding administrative next steps.
• Create and manage Clio tasks, reminders, workflows, templates, pipelines, and follow-up systems.
• Assist with tracking referral partners, referral leads, and referral payments.
• Proactively identify outstanding leads, client matters, payments, or tasks that require the owner’s attention.

Living Trust and estate planning experience is highly preferred. The ideal candidate understands the Living Trust process and legal terminology; however, this position is primarily focused on operations, client management, CRM management, leads, payments, and administrative support—not drafting Living Trusts.

We are looking for someone who is organized, proactive, detail-oriented, dependable, and able to take ownership of the workflow while helping keep the owner and business organized.

Required Qualifications

• Must reside in California.
• Hands-on experience preparing California Living Trusts and estate planning documents.
• Experience with Clio OR another legal CRM, practice-management, document-management, or case-management system.
• Strong understanding of the California Living Trust document preparation process.
• Excellent attention to detail and document-review skills.
• Strong written and verbal communication skills.
• Ability to independently manage multiple client files and deadlines.
• Strong organizational and follow-up skills.
• Comfortable working in a 100% remote environment.
• Ability to communicate professionally and compassionately with clients and families.
• Strong understanding of client confidentiality.

Preferred Qualifications

• Previous experience working with an estate planning attorney, LDA, paralegal, or legal document preparation company, in operations and or assitant.
• Experience preparing California Living Trusts from intake through completion.
• Experience preparing or coordinating Grant Deeds and trust transfer deeds.
• Experience with county recording procedures.
• Experience preparing California Homestead Declarations.
• Experience using Clio Manage, Clio Grow, or similar systems.
• Experience creating CRM workflows, templates, tasks, reminders, and automations.
• Bilingual English/Spanish is highly preferred.

Who We’re Looking For

We are looking for someone who is **proactive, dependable, extremely detail-oriented, organized, and capable of taking owner…