Part-Time Administrative Assistant
Client Coordination & Legal Document Support

Position Overview: Freedom Legacy Planning is seeking a proactive and detail-oriented Part-Time Administrative Assistant to support our estate planning and family wealth protection services. This role is integral to our client journey and involves coordinating appointments, facilitating legal document preparation, and supporting our clients and stakeholders with clarity and care.

Key Responsibilities:

Client Scheduling & Communications

Book and confirm appointments.

Manage reminders and follow-ups.

Maintain professional communication with clients via email and phone.

Fact Find & Documentation Gathering

Send out, track, and follow up on fact find and intake forms.

Organise and prepare client files in accordance with compliance checklists.

Legal Document Management

Create and manage documents via the LightYear Docs portal in collaboration with Legal Back Office.

Assist with version control, updates, and tracking of legal documentation.

Client Instruction Finalisation

Review completed documents for completeness and correctness.

Obtain and document client instructions and final wishes.

Collect any required supporting documentation.

WishKeeper Portal Support

Guide clients through the onboarding and use of our secure digital vault platform (WishKeeper).

Stakeholder Liaison

Coordinate information and timelines between internal teams, Legal Back Office, and clients.

Invoicing & Payments

Generate invoices and track payment statuses.

Process credit card payments securely.

Ideal Candidate:

2+ years of administrative experience (legal, financial, or professional services preferred)

Tech-savvy with the ability to learn platforms like LightYear Docs, Xero, and WishKeeper

Excellent communication and interpersonal skills

Highly organised with strong attention to detail

Empathetic and client-first approach

Trustworthy and professional in handling sensitive information

Position Details:

Location: [Insert location or remote details]

Hours: Part-time (25 hours/week; flexible scheduling available)

Reports to: Director / Principal Adviser

To Apply:
Send your CV and cover letter to [Insert contact email] with the subject "Admin Assistant Application – Freedom Legacy Planning".

Join us in empowering Australian families to protect their legacy for generations to come.