Paralegal

About Certuity

Certuity is a boutique wealth management firm and multi-family office serving entrepreneurs, business leaders, and high-net-worth families. Our mission is to empower our clients to achieve the life and legacy they envision through customized, comprehensive wealth strategies. Certuity is a 2025 Forbes Top RIA Firm* and is widely recognized for its leadership.*

Location: North Palm Beach, FL

Work Model : In person 5 days/ week

About the Role

The Paralegal gives executive support to the Head of Family Office and administrative support to family office clients. The role covers client documents, account administration, and coordination with the outside attorneys, accountants, and trustees of each client. The Paralegal works under the direction of the Head of Family Office. The Paralegal does not give legal, tax, or investment advice. Successful candidates could work a full-time contractor or employee.

The ideal candidate is proactive, highly organized, confident, and resourceful. They are comfortable taking ownership, following up with others, and making sure tasks are completed. This person should be a quick learner who can develop a strong understanding of the Advisor’s clients, preferences, schedule, and workflow and, over time, anticipate needs and take action without always being asked.

Responsibilities

• Manage the Partner’s calendar and schedule, including coordinating internal and external meetings, client appointments, calls, and other commitments.
• Coordinate business travel, including booking flights, hotels, ground transportation, and maintaining travel itineraries.
• Support client and internal meetings, including coordinating logistics, preparing materials, taking and organizing notes, and tracking follow-up items.
• Act as a proactive team member to a Firm Partner, learning their preferences, priorities, clients, and workflow and stepping in to address needs without always being asked.
• Follow up on outstanding items with colleagues and business partners and help ensure responsibilities are completed in a timely manner.
• Collect, review, and organize client legal documents. These include wills, revocable and irrevocable trusts, powers of attorney, health care directives, partnership agreements, and operating agreements.
• Keep a summary chart for each client family. Show the entities, the trusts, the trustees, the beneficiaries, and the ownership.
• Track amendments, restatements, and new documents. Update the summary chart after each change.
• Prepare document requests for the attorney, accountant, or trustee of the client. Follow up until you receive the documents.
• Keep a deadline calendar for trust distributions, annual gift dates, insurance premium dates, and client entity filings. Report the status each month.
• Prepare account opening packets, transfer forms, and beneficiary designation forms. Check each packet for completeness before it goes to the client.
• Assemble and submit signature packets. Track the status of each signature. File the executed copies.
• Collect and maintain identity and source-of-funds documents for new client relationships.
• Maintain client files in the document management system. Apply the naming and retention standards of the firm.
• Support the onboarding of each new client family. Track each open item to completion.
• Collect the facts and documents that these advisers request. Confirm that the correct approval is in place first.

Qualifications & Skills

• Bachelor's degree, or a paralegal certificate from an ABA-approved program.
• Ten or more years of paralegal or executive support experience. Experience in trusts and estates, private client services, or financial services is necessary.
• Confident and comfortable communicating with colleagues, clients, and business partners and following up when action is needed.
• Excellent interpersonal and communication skills with a polished, professional presence.
• Experience coordinating business travel, including booking flights, hotels, ground transportation, and maintaining travel itineraries.
• Highly computer literate with proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, and the ability to quickly learn new software and systems.
• Strong judgment and discretion when handling confidential information.
• Flexible, dependable, and willing to assist with both executive-level responsibilities and day-to-day office needs.
• Positive, team-oriented attitude with a strong commitment to exceptional client service.

*The recognition was issued October 1, 2025 and applies October 2025 through October 2026.