Probate, Trust & Estate Legal Assistant

Legal Assistant - Probate, Trust & Estate PracticeIn-office, Irvine, OC, CA ABOUT FBFK LAWFor more than 20 years, FBFK Law has been a people-first, entrepreneurial law firm. We are a team of builders, creators and collaborators who believe law works best when it’s practiced with clarity, integrity and genuine human connection. Today, with 150 people across TX and CA, FBFK is entering its next chapter of growth under FBFK 2.0, a deliberate plan to scale our people, platform, and capabilities. That momentum has been recognized nationally: FBFK earned 18 regional practice-area rankings (including four Tier 1) in the 2026 Best Law Firms® guide, 21 attorneys were named to the 2026 Best Lawyers in America® and Ones to Watch® editions, and the firm was named the #1 Overall Leading Law Firm among Small Firms in Bloomberg Law's 2026 Leading Law Firms rankings and to Fortune's 2026 America's Most Innovative Companies list. Our Orange County team has earned recognition of its own, including a Tier 1 ranking in Commercial Litigation and a Tier 2 ranking in Real Estate Litigation in the 2026 Best Law Firms guide, the Orange County Business Journal's 2026 Best Places to Work and 2025 Company That Cares honors, and inclusion of our attorneys among the OCBJ's Top Litigators and OC 500. Joining FBFK means joining a firm investing in its people and building careers — not just filling seats. POSITION SUMMARYThe Legal Assistant for FBFK's Orange County Probate, Trust & Estate practice is the first point of contact and a trusted, consistent presence for clients. This is a relationship-focused role for an experienced legal assistant who is ready to work closely with senior attorneys and talented paralegals to serve as a genuine extension to clients on non-legal matters — answering and managing the practice's phones, building direct client relationships through proactive follow-up and thoughtful communication, and supporting matters from intake through resolution. The ideal candidate is confident, articulate, and entirely at ease representing the practice and speaking directly with high-net-worth and ultra-high-net-worth clients. They will need to work independently, exercise sound judgment in prioritizing competing demands, and take pride in being the calm, capable presence clients and attorneys alike can count on. ESSENTIAL FUNCTIONS AND RESPONSIBILITIESClient Relations & CommunicationsServe as the primary point of contact for the practice, answering and triaging all incoming phone calls with warmth, professionalism, and discretionBuild and maintain direct, ongoing relationships with clients, proactively following up on open items and anticipating client needsAct as an extension of the attorneys to the client on all non-legal matters, ensuring clients feel informed, valued, and well cared for throughout their engagementCommunicate confidently and professionally with high-net-worth and ultra-high-net-worth clients, family office representatives, financial advisors, and other trusted advisorsExercise sound judgment and discretion when handling sensitive family, financial, and estate mattersWork collaboratively and professional with all staff membersAttorney Support & Calendar ManagementManage calendars, appointments, and daily schedules, resolving conflicts and prioritizing competing demands independentlyCoordinate travel arrangements, itineraries, and expense reportingScreen and manage correspondence, prepare for client meetings, and track follow-up commitmentsAnticipate needs and proactively manage day-to-day priorities with minimal directionHandle confidential and time-sensitive matters with the highest degree of professionalismDocument Preparation & Client SupportPrepare, format, proofread, and finalize estate planning documents, correspondence, and client deliverables in accordance with firm standardsAssist with preparation and organization of estate planning binders, trust documents, and asset documentationCoordinate client meetings, document signings, notary appointments, and witness requirementsSupport probate court filings by preparing and organizing filing packages under attorney directionMaintain estate planning and trust administration files, track deadlines, and monitor court hearing datesCalendar, Deadline & Case ManagementTrack and monitor probate court deadlines, trust administration timelines, and compliance datesCoordinate scheduling of client meetings, conference calls, closings, and signings across multiple mattersProcess incoming and outgoing correspondence with courts, beneficiaries, financial institutions, and other partiesUpdate and maintain client contact information and matter status in firm systems, including NetDocsAdministrative & Practice SupportLeverage NetDocs and firm-approved templates to organize and maintain matter files in electronic and physical formatsProcess expense reports and credit card receipts in accordance with firm standardsCoordinate with vendors, outside counsel, financial institutions, and other service providers as neededAccurately record all time worked, including billable and non-billable hours, in the firm's timekeeping system on a daily basis QUALIFICATIONSExperienceMinimum of 5 years of legal assistant experience in probate, trust, and estate planning is requiredExpert-level skill in Microsoft Word and Excel requiredTechnically adept in the use of AI-assisted platforms and legal practice management/document software systemsDemonstrated experience providing calendar and administrative support to a senior attorney or executive strongly preferredProven track record of building and maintaining direct client relationships, ideally with high-net-worth or ultra-high-net-worth individuals and familiesExperience coordinating probate court filings, trust administration, and estate planning document preparationKnowledge, Skills & AttributesConfident, articulate, and professional — genuinely comfortable representing the practice and speaking directly with high-net-worth clients, including billionairesExceptional client service instincts, with a warm and polished phone and in-person presenceAbility to work independently, exercise strong judgment, and prioritize effectively in a fast-paced, high-stakes environmentStrong understanding of probate, trust, and estate planning terminology, documents, and proceduresHigh level of discretion and unwavering ability to maintain confidentiality regarding sensitive family and financial mattersExcellent written and verbal communication skillsHigh attention to detail and accuracy in a document-intensive practiceExperience with NetDocs or comparable document management systems preferredEducationHigh school diploma or equivalent requiredAssociate's degree, paralegal certificate, or bachelor's degree preferred COMPENSATIONThis is a non-exempt, hourly position eligible for overtime under the FLSA. Based on current market data for experienced probate, trust, and estate legal assistants in the Irvine/Orange County area — and reflecting the elevated scope of this role (5+ years of specialized experience, direct high-net-worth client relationship management, and executive assistant duties to the lead attorney) — FBFK anticipates a target pay range of approximately:$38–$46 per hour (approximately $79,000–$96,000 annualized) Final offer will be commensurate with the selected candidate's experience, specialized skill set, and demonstrated ability to manage high-net-worth client relationships and executive-level responsibilities. This range reflects market data for comparable Orange County trust and estate legal assistant and executive assistant roles as of mid-2026 and should be confirmed against current Paycom compensation benchmarking and any updated market survey data prior to posting. COMPLIANCE NOTEWork must be performed under the direct supervision of a licensed attorney in accordance with California Business & Professions Code § 6450 et seq. This position may not provide legal advice, represent clients, set legal fees, or otherwise engage in the unauthorized practice of law. EQUAL EMPLOYMENT OPPORTUNITY AND ACCOMMODATIONSFBFK Law is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic under federal, state, or local law. The firm will provide reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act (ADA) and applicable state law.