Job Description

Job Title:

Estate Secretary

Location:

Kitchener/Waterloo, Ontario

Job Type:

Full-Time

Position Overview:

We are currently seeking an experienced

Estate Secretary

to join our team. The ideal candidate will have a minimum of

8 years of experience

in preparing Wills and managing estate administration matters, including probate, asset distribution, and estate accounting.

This is a key role within our Wills and Estates practice. The successful candidate will work closely with lawyers, clients, executors, and financial institutions to ensure estate matters are handled efficiently, professionally, and with the highest degree of confidentiality and care.

Key Responsibilities:

Prepare Wills, Powers of Attorney, and other estate planning documents under lawyer supervision Manage estate administration files from initial intake through to final distribution Prepare and file probate applications (Certificate of Appointment of Estate Trustee) Liaise with executors, beneficiaries, banks, the Ontario Superior Court of Justice, and the CRA Draft estate accounting and maintain accurate records of estate transactions Monitor timelines and ensure compliance with legal and regulatory deadlines Provide administrative support to lawyers and assist with client communications

Qualifications:

Minimum

8 years of direct experience

in Wills and Estates (Ontario) Strong working knowledge of estate administration procedures and the probate process Proficiency in Microsoft Office and legal practice management software Excellent organizational skills with strong attention to detail Professional communication skills, both written and verbal Ability to manage multiple files and work independently in a deadline-driven environment

Assets:

Law Clerk or Legal Assistant diploma/certificate Experience with estate accounting software Previous work in a law firm or trust company setting specializing in estates and trusts

Compensation:

Competitive salary commensurate with experience, along with group benefit insurance.

Job Type: Full-time

Work Location: In person