Estate Planning Legal Admin

Syntax Talent Solutions; Wheaton (IL); On-site; USD 52,000 - 76,000; Full time

Job summary

Syntax Talent Solutions seeks an experienced legal administrative professional for a busy estate planning practice in Wheaton, IL. You will support attorneys, manage complex files, and coordinate deadlines from intake to final administration, ensuring accuracy and a high level of client service.

Responsibilities include drafting and revising documents in WordPerfect/Word, maintaining matter lists, and preparing closing binders.

Qualifications

• 3–5 years of experience providing legal administrative support on sophisticated estate planning and estate administration matters.
• Deadline-driven environment with multiple matters/priorities.
• Strong client service mindset with comfort handling frequent direct client interaction.

Responsibilities

• Prepare, format, and revise estate planning documents using WordPerfect and Word.
• Organise and maintain client files, inventories, and matter lists for complex cases.
• Coordinate and track deadlines for document execution, court filings, tax filings, and milestones.
• Manage client communication, including scheduling meetings and intake.
• Assist with estate administration tasks and asset information gathering.
• Generate Excel spreadsheets to track assets, timelines, and case status.
• Support attorneys with closing binders, summaries, and checklists.
• Perform general legal administrative tasks including proofreading and data entry.

Skills

Client service mindset

Deadline oriented

Attention to detail

Professional communication

Discretion and confidentiality

Time management

Client interaction

Document quality control

Education

Associate's degree / paralegal certificate

High school diploma

Estate planning or probate coursework

Tools

WordPerfect

Microsoft Word

Microsoft Excel

WealthCounsel

Time Matters

Juris

Job description

Step into a pivotal support role within a busy estate planning practice where your precision, client focus, and organisational skills directly impact high-net-worth clients and complex matters. This is a direct-hire opportunity for a seasoned legal administrative professional who thrives in a deadline-driven environment and enjoys substantial client interaction.

About the Role:

You will provide comprehensive administrative and procedural support on sophisticated estate planning and estate administration matters, ensuring files, documents, and timelines are managed with exceptional accuracy. Working closely with attorneys, you will facilitate efficient case progression and high-quality client service from initial intake through final administration. Your work will help maintain smooth operations, timely filings, and a professional client experience.

Key Responsibilities:

• Prepare, format, and revise estate planning documents (including wills, trusts, powers of attorney, and related instruments) using WordPerfect and Word.
• Organise and maintain client files, document inventories, and matter lists for complex estate planning and estate administration cases.
• Coordinate and track deadlines for document execution, court filings, tax filings, and other critical case milestones.
• Manage client communication, including scheduling meetings, handling intake, responding to routine inquiries, and facilitating document signing appointments.
• Assist with estate administration tasks such as gathering asset information, preparing correspondence to financial institutions, and tracking required documentation.
• Generate and update spreadsheets in Excel to track assets, distributions, timelines, and case status.
• Support attorneys with preparation of closing binders, summaries, and checklists for completed estate plans and administrations.
• Perform general legal administrative tasks including proofreading, data entry, file opening/closing, and maintaining accurate matter records.

Key Requirements:

• 3-5 years of experience providing legal administrative support on sophisticated estate planning and estate administration matters.
• Proven ability to work in a deadline-oriented environment, managing multiple matters and priorities simultaneously.
• Strong client service mindset with comfort handling frequent, direct client interaction.
• Advanced proficiency in WordPerfect and Microsoft Word for legal document preparation and formatting.
• Solid working knowledge of Microsoft Excel for tracking assets, deadlines, and case-related data.
• High level of accuracy, attention to detail, and organisational skills in managing documents and files.
• Strong written and verbal communication skills suitable for professional client and attorney interactions.
• Demonstrated reliability, discretion, and ability to handle confidential information appropriately.
• Experience using WealthCounsel for estate planning document generation and management.
• Familiarity with Time Matters for case and workflow management.
• Knowledge of Juris or similar legal billing and accounting software.
• Background working with high-net-worth clients or complex trust and estate structures.
• Experience coordinating with external professionals such as financial advisors, accountants, and trustees.

Qualifications:

• Associate's degree, paralegal certificate, or equivalent post-secondary education in legal studies or a related field preferred.
• High school diploma or equivalent required.
• Formal training or coursework in estate planning, probate, or trust administration is an advantage.
• Ongoing professional development or continuing legal education in trusts and estates considered a plus.

If you are an experienced estate planning legal admin who enjoys detail-intensive work and meaningful client contact, this role offers a strong platform to leverage your expertise and grow within a specialised practice.