Estate Planning Assistant

Equity Trustees; Melbourne; Hybrid; AUD 50,000 - 70,000; Full time

Benefits offered by this job

Wellness program

Discounted health insurance

Employee assistance program

Volunteer program

Top 30 Best Workplaces to Giveback 202

Discounted estate planning services

Job summary

Equity Trustees Ltd is seeking an Estate Planning Assistant in Melbourne to support clients and lawyers in delivering high-value estate planning services. You will work with a collaborative team, assisting with client onboarding, document handling, and wills witnessing, while maintaining data integrity and efficient workflows.

The role involves proactive administration, CRM usage, and strong client communication, with hybrid working options and a focus on discretion and client sensitivities.

Qualifications

• Strong communication and interpersonal skills.
• Excellent organisational skills and ability to work independently.
• Attention to detail and ability to manage multiple priorities.
• Proactive approach and discretion in handling client information.
• Familiarity with Salesforce or similar CRM and MS Office.
• Experience in a Legal Office, Trustee, or Finance-related field is valued.

Responsibilities

• Provide proactive administrative support as a primary point of contact for enquiries.
• Support end-to-end progression of matters with consistent data and risk controls.
• Coordinate communications within the team and assist lawyers to meet deadlines.
• Archive, retrieve and record client files (hard and soft copies).
• Oversee onboarding processes and client communications, and witness wills where appropriate.
• Provide overflow support and leave coverage for the Document Services Administrator.

Skills

Communication

Organisation

Attention to detail

Proactive

MS Office

Salesforce

Team player

Client relations

Administration

Relationship building

Tools

Salesforce

MS Office Suite

Job description

Make a meaningful impact by supporting clients and lawyers to deliver exceptional estate planning services.

04th November, 2026

As one of our valued Estate Planning Assistants, you will be a key member of a highly supportive and collaborative team, working closely with our experienced estate planning lawyers. This is a unique opportunity to play a vital role in assisting clients with complex and meaningful life decisions, ensuring they receive a high-value, personalised service every step of the way.

About the role

• Provide proactive administrative and office support by acting as a key point of contact, ensuring enquiries and tasks are handled promptly, professionally, and with empathy and discretion.
• Follow established processes and workflows to support the end-to-end progression of matters, maintaining data consistency, efficiencies, and risk control.
• Maintain effective communication within the team, providing timely updates, coordinating tasks, and supporting lawyers to meet deadlines.
• Accurately manage archival, retrieval, and recording of client files, both hard and soft copies
• Responsibilities include onboarding processes, communicating with clients and internal stakeholders, and witnessing wills where appropriate.
• Provide overflow and leave coverage for the Document Services Administrator as required

What you'll need to succeed

• Strong communication, interpersonal skills, and attention to detail
• Demonstrated high-level organisational skills and work independently and proactively
• Awareness of corporate collaboration and client sensitivities
• Proficient in computer skills, particularly MS Office suite
• Ability to work effectively both independently and as a member of a team
• Proven ability to develop strong relationships with internal and external clients
• Strong administration skills set
• Experience with Salesforce or similar CRM systems highly regarded
• Exposure to a Legal Office or Trustee industry, Finance industry, or related field highly regarded
• Previous experience working as a Legal Assistant or Administration Assistant is highly regarded (not essential)

What We Can Offer You

• A warm, open, and supportive culture.
• An attractive remuneration package, including reward and recognition programs.
• An employee wellness program, including discounted health insurance and an employee assistance program.
• A workplace volunteering and giving program to enable you to help others in the community.
• We are proud to be part of the Top 30 Best Workplaces to Giveback 2024.
• Discounted tax and estate planning services.
• 16 weeks paid parental leave for the primary carer.
• Great central CBD location, Modern office fit-out and end-of-trip facilities.
• Flexible/Hybrid working environment.

About Us - Trusted Since 1888

Equity Trustees was established in 1888 and is now one of Australia's largest specialist trustee companies. We help our clients grow, manage and protect their wealth now and for future generations. As a trustee company, we are responsible for always acting in our client's best interests, ensuring they feel safe, valued, and cared for. We are committed to providing a workplace that is flexible, rewarding, and supportive of individual development. Just as you will help us grow our business, we will help you grow in your career.

Equity Trustees is over 145 years strong - and growing.