Legal Assistant - Probate & Trust Administration

Job Description

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• About Maat Legal
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• 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.
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About the Role

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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.

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Key Responsibilities

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• 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.

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• After attorney consultations, prepare fee agreements using approved terms, coordinate signatures, create Clio bills, send payment links, track deposits, and follow up through engagement.

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• Open new matters in Clio; send intake questionnaires and document requests; monitor outstanding items and organize complete files for the administration team.

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• Prepare and format correspondence, notices, beneficiary mailings, and attorney-generated drafts; proofread for accuracy; coordinate scanning, mailing, filing logistics, and recordkeeping.

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• Handle routine client communications, scheduling, status requests, document collection, and follow-up tracking; route legal questions to the attorney or assigned team member.

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• Assist with time-sensitive filings, special projects, and high-volume tasks.

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• As training permits, assist with probate and trust administration workflows, accounting support, distribution schedules, and more complex case coordination.

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Qualifications

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• Prior law firm or legal services experience required; probate, estate, or trust administration experience strongly preferred.

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• Excellent organization, follow-through, attention to detail, writing, and document formatting.

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• Comfortable managing multiple matters, tracking deadlines, and documenting every contact.

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• Professional, compassionate communication with clients and beneficiaries, with strict confidentiality and separation of each supported firm's client matters.

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• Comfort with practice-management software, Word/PDF, e-signatures, and online payments; Clio experience preferred.

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Position Details

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• Employer: Maat Legal, LLC

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• Location: In person at our Mesa, Arizona office

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• Schedule: Full-time

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• Compensation: Depends on experience

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• Reports to: Probate & Trust Administration leads

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• To apply: Submit a resume and cover letter.