Trusts and Estates Assistant/Paralegal

Rubin and Rudman is seeking a self-motivated, Trusts and Estates Assistant/Paralegal to assist the attorneys in the Trusts and Estates Department with the smooth functioning of the Department. This position includes legal secretarial administration of case files and correspondence, as well as drafting and interpreting legal documents and reports while maintaining positive contact with attorneys and staff and clients. Click here to apply.


  • Draft, read, and interpret legal documents, including trustee appointments and resignations and trust amendments.
  • Interact with clients, attorneys, and other staff; schedule and prepare for meetings.
  • Prepare all files/ documents for meetings and/or conference calls, attend required meetings, take notes, and notarize documents:
    1. Initial estate planning;
    2. Signing/ execution;
    3. Status: internal and with clients.
  • Responsible for all aspects of estate administration.
  • Prepare and update status reports of estate administration for attorneys. Keep track of status of work and daily updates, including correspondence, scheduled calls, and meetings.
  • Review financial information received from client; audit documents to correct errors.
  • Produce informal summaries, accountings, and status reports.
  • Prepare, review, and finalize estate planning portfolios and cover pages.
  • Prepare final estate planning letter which includes copies of executed estate planning documents and recommendations for various asset transfers related to trust funding strategy, including investment accounts, real estate, life insurance and retirement assets.
  • Prepare emails for associates to send out all estate planning documents to clients for review;
  • Email clients PDF versions of all executed estate planning documents; and send out real estate documents to be recorded with Registry of Deeds.
  • Prepare letters of authorization and invoices to send out on various trust accounts and collect payments.
  • Prepare and file probate court documents under attorney supervision.
  • Record billable time daily; review and edit bill proformas monthly; print, copy and pay final bills monthly. Assist with attorney time-keeping for monthly statements.
  • General bookkeeping duties as needed.
  • Prepare necessary documentation for Trust Administrator:
    1. Fiduciary tracker;
    2. Total trust administration package;
    3. Preparation of annual invoiced/ review of trust.
  • Assist with preparation of estate tax returns (Form 706) and fiduciary tax returns during tax season (approx. February – April)
  • Organize, scan, copy, and fax legal documents in a timely manner.
  • Update and organize electronic and physical files for easy access:
    1. Original estate planning documents to central file management;
  • Prepare packages with original documents as needed for transferring clients.
  • Be a reliable, responsive, confident resource to attorneys, fiduciaries and family members throughout the estate administration process.
  • Regular and dependable attendance is an essential function of the job.
  • Handles special projects or additional responsibilities as assigned from time to time by the attorneys in the Department.


  • Knowledge of financial and legal management principles in order to assist with the responsibility for the firm’s Trusts and Estates Department at a level normally acquired through completion of a Bachelor’s degree or equivalent experience.
  • Prior experience in both Legal Secretarial and Trusts and Estates Paralegal drafting.
  • Ability to demonstrate impeccable integrity in personal and fiduciary matters.
  • Interpersonal skills necessary in order to communicate with a diverse group of attorneys, staff and clients and provide information and “customer service” with courtesy and tact.

This job description is intended to be general and will evolve over time. The description is subject to periodic updating. At management’s discretion, the employee may be assigned different or additional duties from time to time. Work occasionally requires more than 35 hours per week to perform the essential duties of the position.

Qualified applicants must be able to complete essential duties and responsibilities with or without reasonable accommodation(s).

Rubin and Rudman is an equal opportunity employer. All applicants will be considered for employment without attention to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by applicable law.