What are the responsibilities and job description for the Legal Assistant - Probate & Trust Administration position at Maat Legal?
- About Maat Legal
- 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.
Position Details
• Employer: Maat Legal, LLC
• Location: In person at our Mesa, Arizona office
• Schedule: Full-time
• Compensation: Depends on experience
• Reports to: Probate & Trust Administration leads
• To apply: Submit a resume and cover letter.