Legal Assistant - Probate & Trust Administration

Maat Legal; Mesa (AZ); On-site; USD 50,000 - 70,000; Full time

Job summary

Maat Legal in Mesa, Arizona is seeking a detail‑oriented Legal Assistant to support the Probate and Trust Administration team full‑time. This hands‑on role moves matters from intake through active administration and is not attorney work or student‑track.

Responsibilities include coordinating intake, preparing fee agreements, opening matters in Clio, preparing notices and mailings, handling routine client communications, and assisting with time‑sensitive filings and complex case coordination as

Qualifications

• Prior law firm or legal services experience is required.
• Excellent organization, follow‑through, attention to detail, writing, and document formatting are essential.
• Comfortable managing multiple matters, tracking deadlines, and documenting every contact.
• Professional, compassionate communication with clients and beneficiaries, with strict confidentiality.

Responsibilities

• Coordinate with intake staff to verify client information, matters, and documents.
• Prepare fee agreements using approved terms and coordinate signatures; create Clio bills; track deposits.
• Open new matters in Clio; send intake questionnaires and document requests; monitor items.
• Prepare and format correspondence, notices, beneficiary mailings, and attorney‑generated drafts; proofread and file.
• Handle routine client communications, scheduling, status requests, and document collection; route questions to attorney.
• Assist with time‑sensitive filings, special projects, and high‑volume tasks.
• Assist with probate and trust administration workflows as training permits.

Skills

Organization

Attention to detail

Writing

Document formatting

Communication

Tools

Clio

Word/PDF

e-signatures

online payments

Job description

• Maat Legal provides management and support services to law firms, including Rilus Law, AZ Trust and Will, and a growing group of affiliated firms focused on estate planning, probate, and trust administration.

About the Role

We are seeking an organized, detail-oriented Legal Assistant to provide dedicated, full-time support to our Probate and Trust Administration team at our Mesa, Arizona office. This is a hands‑on legal administrative role that helps matters move efficiently from initial consultation through active administration. It is a long‑term staff role, not an attorney research or associate‑track position, and is not suited to current law students or bar candidates.

Key Responsibilities

• Coordinate with intake staff to verify that prospective-client information, matter facts, notes, and documents are accurate, complete, and properly recorded; flag gaps for follow‑up.
• After attorney consultations, prepare fee agreements using approved terms, coordinate signatures, create Clio bills, send payment links, track deposits, and follow up through engagement.
• Open new matters in Clio; send intake questionnaires and document requests; monitor outstanding items and organize complete files for the administration team.
• Prepare and format correspondence, notices, beneficiary mailings, and attorney‑generated drafts; proofread for accuracy; coordinate scanning, mailing, filing logistics, and recordkeeping.
• Handle routine client communications, scheduling, status requests, document collection, and follow‑up tracking; route legal questions to the attorney or assigned team member.
• Assist with time‑sensitive filings, special projects, and high‑volume tasks.
• As training permits, assist with probate and trust administration workflows, accounting support, distribution schedules, and more complex case coordination.

Qualifications

• Prior law firm or legal services experience required; probate, estate, or trust administration experience strongly preferred.
• Excellent organization, follow‑through, attention to detail, writing, and document formatting.
• Comfortable managing multiple matters, tracking deadlines, and documenting every contact.
• Professional, compassionate communication with clients and beneficiaries, with strict confidentiality and separation of each supported firm's client matters.
• Comfort with practice‑management software, Word/PDF, e‑signatures, and online payments; Clio experience preferred.

• Location: In person at our Mesa, Arizona office
• Compensation: Depends on experience
• Reports to: Probate & Trust Administration leads