Estate Administration Paralegal

Estate Administration Paralegal

Cole Schotz is an AmLaw 200 firm with a passion for protecting what our clients have built. In Trusts & Estates, that means administering estates and trusts with precision, empathy, and speed so families can move forward. This paralegal owns the full administration lifecycle—from probate through tax filings, accountings, and distributions—so attorneys can counsel at the highest level and clients feel the integrity of their plans preserved.

Performance Objectives

• Drive complete estate and trust administrations from opening through final distribution, keeping matters on schedule and clients, accountants, and financial advisors fully informed.
• Prepare and file probate pleadings, inventories, and court documents accurately and on deadline across multiple jurisdictions.
• Prepare federal estate tax returns and fiduciary accountings using estate tax software, reconciling assets, deductions, and distributions with zero material errors.
• Fund trusts, transfer deeds and other assets, and coordinate distributions so beneficiaries receive what they are due without delay.
• Maintain organized files, calendars, and original documents so every matter is audit-ready and attorneys can act immediately.
• Communicate clearly with clients and advisors, escalating issues early so the team can resolve them before they become crises.

Environment & Resources

You will work with Tax, Trusts & Estates attorneys and staff across our Delaware, Florida, Maryland, New Jersey, New York, and Washington, D.C. offices. You will have HotDocs, ONESOURCE/Fast-Tax (or equivalent), Microsoft Word, and the firm’s document management system, plus a hybrid schedule (three days in office / two remote) where the work allows. You report to T&E attorneys and practice leadership; compensation is commensurate with experience within a competitive range and comprehensive benefits.

Essential Qualifications

• 3–4+ years handling all phases of estate and trust administration in a law firm, including probate, tax returns, accountings, and asset transfers.
• College degree and/or paralegal certificate (JD/paralegal candidates considered).
• Proven ability to prepare federal estate tax returns and fiduciary accountings; experience with ONESOURCE/Fast-Tax, HotDocs, and Word strongly preferred.
• Superior written and verbal communication and mathematical accuracy; highly organized, able to prioritize, and a true team player.
• Comfort managing multiple matters, deadlines, and original documents in a fast-paced, client-facing practice.

Role Selling Points

• AmLaw 200 sophistication with small-firm hospitality and a 90-year culture of authenticity, respect, and high retention.
• Hands-on ownership of administrations—not busywork—paired with attorneys who treat paralegals as essential partners.
• Merit-based growth: many chiefs and long-tenured professionals started in similar roles and advanced here.
• Hybrid flexibility, comprehensive benefits, and a firm that invests in wellbeing and professional development.

Begin your masterpiece with us. Email your resume to Gayle P. Englert, Chief Human Resources Officer, at genglert@coleschotz.com. Cole Schotz is an Equal Opportunity Employer.