Probate & Documentation Virtual Assistant

I am hiring a Probate & Documentation VA with direct experience supporting probate or estate administration. This role is to help organize, track, and move forward an active probate process while clearly communicating what is needed at each step.

I am not experienced with probate processes, so this role requires someone who can identify missing information, explain what’s needed, and guide the process forward, not just wait for instructions.

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Immediate Start, Dependability & Initiative (Required)

This role is for someone who:
• Can start immediately
• Is dependable and consistent week to week
• Has prior experience supporting probate or estate processes
• Can proactively identify what documents, information, or actions are needed
• Clearly explains requirements and next steps in simple terms
• Follows up without reminders and flags issues early

If you need step-by-step direction for every task, this role is not a fit.

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What You’ll Be Responsible For
• Creating and maintaining a Notion-based probate tracker
• Reviewing probate requirements and identifying:
• Missing documents
• Pending actions
• Required approvals
• Clearly communicating what is needed fro ---------- , why it’s needed, and by when
• Organizing estate and probate documents (titles, insurance, bank records, court notices)
• Tracking required vs completed probate steps and deadlines
• Logging calls, emails, and follow-ups with:
• Probate attorneys
• Courts or clerks
• Insurance companies
• Financial institutions
• Drafting probate-related emails and letters for approval
• Following up on document requests and status updates
• Maintaining a clear audit trail of all actions taken
• Providing weekly summaries:
• What’s completed
• What’s pending
• What’s blocked
• What you need fro ---------- next

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Required Experience (Non-Negotiable)

Applicants must have:
• Prior experience assisting with probate, estate administration, or inheritance processes
• Familiarity with common probate documents, timelines, and court interactions
• Experience tracking legal or court-related deadlines
• Confidence communicating requirements to someone unfamiliar with the process

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Systems & Tools (Required)

This role is system-driven, not memory-based.

You must be comfortable with:
• Notion (task tracking, timelines, document logs)
• Google Drive (organized document storage)
• Google Docs (drafting correspondence)
• Email and phone communication

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This role is about organization, guidance, and following through .

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Requirements
• Strong written English
• Clear spoken English (some phone work required)
• Extremely organized and detail-oriented
• Proven reliability and initiative
• Willing to complete a short paid trial

How to Apply (Important)

To be considered, your application must include:
1. The word PROBATE at the top of your application
2. Confirmation that you are available to start immediately
3. A brief explanation of your probate experience
4. An example of how you’ve identified missing requirements or guided a client through a process they didn’t understand
5. The tools you use to stay organized (Notion experience preferred)

Applications that do not demonstrate proactive guidance ability will not be reviewed.