Legal Administrative Assistant

Overview

Position: Legal Administrative Assistant

Work hours: 9:00AM - 6:00PM Sydney Time

Compensation range: AU$2,500 - AU$3,000/month

At RunRemote our mission is to help connect the top-rated remote talent with the world's best job opportunities. All of our roles are full-time and 100% remote, cutting out the daily commute.

About Our Client: Our client is a new-generation probate and estate law firm aiming to make legal support transparent, affordable, and client-focused. Through fixed-fee pricing, digitised processes, and personalised service, they’ve reimagined the experience of estate planning and administration in Australia. They’ve helped tens of thousands of clients with estate documents, probate and letters of administration without compromising on legal rigour.

About The Role: We’re looking for a Legal Administrative Assistant to support end-to-end estate and probate workflows through structured data entry, document preparation, and follow-up communications. You’ll be working closely with the legal team behind the scenes, cleaning and inputting client data, drafting initial documents, and ensuring everything flows smoothly from inquiry to invoicing. This is a detail-critical role suited for someone highly organised, curious, and ready to take ownership of legal admin processes. You’ll play a key part in ensuring estate files are properly set up and maintained, follow-ups are completed on time, and templates are accurately pre-populated for legal review.

• Enter client and matter information from HubSpot into ActionStep, including names, contact details, referral sources, and supporting metadata.
• Ensure all data is accurate, complete, and logically structured, raising any inconsistencies or missing details proactively.
• Follow up with leads via email on behalf of lawyers, using Outlook and client context from HubSpot.
• Draft basic legal documents by pre-populating precedents, including Testamentary Trust Wills, Estate Planning documents, and probate applications.
• Assist with amending template wills based on lawyer instructions, ensuring accurate reflection of call notes and client requests.
• Conduct asset and estate searches by sending out pro forma letters and tracking results from various institutions.
• Send invoices to clients using Xero, with data sourced from ActionStep.
• Follow up with clients regarding unpaid invoices and provide support on receivables where needed.
• Make outbound calls to banks and institutions to follow up on estate matters; no inbound client calls required.
• Support basic admin tasks such as file setup, estate inquiry tracking, and coordination of legal documentation.
• Join internal syncs with the legal and operations teams, including Sales and Delivery meetings where relevant.

• 3+ years of experience as a Paralegal or in a legal admin support role; estate planning or probate experience is a plus, but not required.
• High attention to detail and a strong sense of data accuracy, especially when handling legal documents and client records.
• Takes initiative to raise inconsistencies, clean up data, and proactively keep matters moving forward.
• Demonstrates ownership over tasks, processes, and outcomes with a project management mindset.
• Strong written communication skills, with the ability to draft clear, professional emails to clients.
• Comfortable working independently with minimal supervision in a remote environment.
• Exposure to legal practice management systems or digital filing tools is a plus.
• A genuine interest in estate planning or deceased estates is highly valued.
• Able to join internal syncs across teams and communicate clearly via Slack, Zoom, or Google Meet.
• Proficiency with HubSpot, Xero, ActionStep, Microsoft Outlook and Word, Adobe Acrobat, Aircall (outbound only), Todoist, Zoom, Google Meet, Slack, Google Drive, and ChatGPT.

• $50 Internet Allowance
• $50 HMO allowance
• 20 days Paid Time Off