Position Overview
Celaya Law is a fast-growing California law firm with offices throughout the state and primary hubs in Napa and San Diego. We are committed to providing exceptional client service while helping families navigate estate planning, probate, trust administration, and asset protection matters.
We are seeking an experienced, highly organized, and client-focused Bilingual Probate & Trust Administration Paralegal to join our Napa office. The ideal candidate will have 3+ years of probate, trust administration, estate planning, or related paralegal experience and be comfortable managing matters, communicating directly with clients, and supporting attorneys in a fast-paced environment.
This role will support attorneys and clients through probate and trust administration matters while also assisting with estate planning and trust funding activities. The ideal candidate is fluent in both English and Spanish, possesses strong organizational skills, and is committed to providing a high level of service and professionalism.
Key Responsibilities
Probate & Trust Administration
- Assist attorneys with probate and trust administration matters from opening through completion
- Prepare probate and trust administration documents, correspondence, and court filings
- Track deadlines, court dates, and required filings
- Coordinate with clients, beneficiaries, financial institutions, and county agencies
- Assist with asset collection, valuation, and transfer processes
- Maintain accurate case status updates and client communications
Estate Planning & Trust Funding Support
- Prepare and organize estate planning document packages
- Assist with trust funding and asset retitling activities
- Prepare and coordinate deeds, transfer documents, and financial institution forms
- Track funding progress and follow up on outstanding transfers
- Ensure files and documentation remain complete and organized
- Coordinate with county recorder offices and financial institutions as needed
Client Communication & Case Management
- Serve as a primary point of contact for Spanish-speaking and English-speaking clients
- Schedule meetings, collect information, and provide status updates
- Maintain organized digital and physical client files
- Update case management systems accurately and consistently
- Communicate proactively with attorneys regarding case progress and outstanding items
Qualifications
Required
- Fluent in Spanish and English (verbal and written)
- 3+ years of probate, trust administration, estate planning, or related paralegal experience
- Experience managing probate and/or trust administration matters with minimal supervision
- Strong understanding of legal document preparation, case management, and client communication
- Excellent written and verbal communication skills
- Exceptional organizational skills and attention to detail
- Ability to manage multiple deadlines and priorities simultaneously
- Professional, client-focused demeanor and strong interpersonal skills
Preferred
- California Notary Public commission
- Estate planning experience
- Trust funding and asset retitling experience
- Experience recording deeds and working with county recorder offices
- Familiarity with legal case management software
- Experience working directly with attorneys, financial institutions, fiduciaries, and beneficiaries
What We're Looking For
- A compassionate professional who enjoys helping clients navigate complex legal matters
- Someone who can confidently manage probate and trust administration responsibilities while maintaining a high level of client service
- Strong critical thinking, problem-solving, and organizational abilities
- Exceptional attention to detail and follow-through
- Confidence communicating with clients, beneficiaries, financial institutions, and professional partners
- A proactive team player who takes ownership of their work
- Someone interested in long-term growth within a rapidly expanding firm
Work Location: In person, Napa, CA
Pay: $65,000.00 - $75,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Experience:
- Legal administrative: 2 years (Required)
Language:
- Spanish (Required)
- English (Required)
License/Certification:
- Certified Notary Public (Preferred)
Ability to Commute:
- Napa, CA 94559 (Required)
Work Location: In person
