Legal Administrative Assistant
Full-time, 100% Remote, Allowances, Paid time-off
Looking for candidates from the Philippines 🇵🇭
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. Our key markets and clients are located in the US, AUS, UK & Canada just to name a few. All of our roles are full-time and 100% remote, cutting out the daily commute, and providing top-rated talent with the best job opportunities all from the comfort of their home.
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. Founded to partner with a leading will‑writing platform, they’ve already 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.
Responsibilities:
- 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.
Requirements:
- 3+ years of experience as a Paralegal or in a legal admin support role, estate planning or probate a plus, but not required.
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High attention to detail and a strong sense of data accuracy, especially when handling legal documents and client records.
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Takes initiative to raise inconsistencies, clean up data, and proactively keep matters moving forward.
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Demonstrates ownership over tasks, processes, and outcomes with a project management mindset.
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Strong written communication skills, with the ability to draft clear, professional emails to clients.
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Comfortable working independently with minimal supervision in a remote environment.
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Exposure to legal practice management systems or digital filing tools is a plus.
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A genuine interest in estate planning or deceased estates is highly valued.
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Able to join internal syncs across teams and communicate clearly via Slack, Zoom, or Google Meet.
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Proficiency with the following tools: HubSpot, Xero, ActionStep, Microsoft Outlook and Word, Adobe Acrobat, Aircall (outbound only), Todoist, Zoom, Google Meet, Slack, Google Drive, and ChatGPT.
Benefits:
- $50 Internet Allowance
- $50 HMO allowance
- 20 days Paid Time Off
- Department
- Legal
- Role
- Legal Admin
- Locations
- Remote
- Remote status
- Fully Remote
- Monthly salary
- AUD2,500 - AUD3,000