Trusts & Estates Paralegal

The Trusts and Estates Administrator plays a key role in supporting a Private Client practice, independently managing the administration of estates and trusts and coordinating related fiduciary tax and financial matters. This position works closely with attorneys, paralegals, accountants, fiduciaries, beneficiaries, and financial institutions to ensure the accurate, timely, and efficient administration of complex estate and trust matters. The ideal candidate brings strong technical knowledge, exceptional organizational skills, sound judgment, and the ability to manage multiple assignments with minimal supervision while delivering responsive, high-quality client service. This is a full time hybrid role with 4 days on site.

Key Responsibilities

• Independently manage estate and trust administration matters from inception through completion, including probate petitions, court filings, asset collection and valuation, fiduciary communications, and beneficiary coordination.
• Coordinate fiduciary tax administration, including gathering financial information, working with tax preparers, maintaining supporting documentation, and assisting with the preparation of federal and state tax returns.
• Prepare and support federal estate and gift tax returns, state estate and inheritance tax returns, and individual and fiduciary income tax returns.
• Prepare estate and trust accountings, informal settlement agreements, and other documentation required to support the administration and resolution of fiduciary matters.
• Maintain accurate financial records and comprehensive files for high-net-worth individuals, estates, and trusts, ensuring information is organized, accessible, and appropriately documented.
• Monitor deadlines, track progress across multiple active matters, identify potential issues, and proactively coordinate next steps to keep assignments moving forward.
• Communicate regularly with attorneys, accountants, clients, fiduciaries, beneficiaries, banks, investment advisors, and government agencies regarding administrative requirements, financial information, and matter status.
• Develop effective approaches for assigned matters, exercise independent judgment, resolve routine administrative issues, and escalated complex questions when appropriate.
• Research and stay current on applicable estate administration procedures, fiduciary tax requirements, regulations, and best practices, communicating relevant updates to the appropriate team members.
• Prepare clear, concise, and accurate client-ready correspondence, reports, and supporting documentation, translating complex information into accessible communications.
• Respond effectively to urgent requests, changing priorities, and competing deadlines while maintaining attention to detail, confidentiality, and service quality.
• Provide guidance and support to junior paralegals as appropriate, contribute to team development, and help improve administrative processes and workflows.

Qualifications

• Bachelor's degree required; paralegal certificate preferred.
• Minimum of five years of relevant experience in estate and trust administration, fiduciary taxation, or private wealth matters within a law firm, trust company, accounting firm, or financial institution.
• Working knowledge of probate procedures, estate and trust administration, fiduciary accountings, and related tax requirements.
• Experience assisting with federal and state estate, gift, inheritance, and fiduciary income tax returns.
• Strong analytical, organizational, written communication, and interpersonal skills, with the ability to manage complex information and competing priorities.
• Demonstrated ability to work independently, exercise sound judgment, anticipate issues, and produce accurate, high-quality work with minimal supervision.
• Proven ability to collaborate effectively with attorneys, accountants, clients, and other professionals while maintaining discretion and confidentiality.
• Proficiency in Microsoft Office, particularly Word and Excel.
• Familiarity with fiduciary tax preparation and accounting software, including Zane, CCH Axcess, OneSource, or comparable platforms, is a plus.
• A proactive, detail-oriented approach with a commitment to client service, teamwork, continuous learning, and professional growth.