Legal Administrative Assistant

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.
  

• 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 the following tools: HubSpot, Xero, ActionStep, Microsoft Outlook and Word, Adobe Acrobat, Aircall (outbound only), Todoist, Zoom, Google Meet, Slack, Google Drive, and ChatGPT.