Trust Coordinator

The Trust Coordinator provides direct administrative support for assigned Trust Advisors and a small subset of Wealth Management Clients. Responsibilities include:

Job Functions:

• Help to administer a small group of assigned accounts in accordance with their document terms and assist the Trustees with the administrative decisions of those accounts.
• Assists Trust Advisors, Trustees, Lawyers, and Clients in handling routine and non-routine transactions, including client bill-paying, account maintenance, scheduling, and payment of domestic household help, insurance matters, gifting programs, and other tasks, as directed.
• Respond to easy to moderate internal and external client requests and inquiries.
• Screen and direct telephone calls and client inquiries to appropriate parties. Coordinate e-mail and voicemail messages to Trust Advisor specifications. Maintain and track special client email boxes.
• Create, draft, edit, and revise letters, memorandums, charts, family trees, and documents utilizing sample templates.
• Process incoming and outgoing mail throughout the day and respond immediately to urgent mail.
• Coordinate and schedule internal and external client meetings, including but not limited to reserving conference rooms, registering visitors to the building, etc.
• Assist with document production including letters, memorandums, charts, family trees and spreadsheets.
• Maintain electronic filing system, to department standards, including filing all client communications and documents on a regular basis, no less often than weekly.
• Assist with vacation and overflow coverage as needed for the Trust Support Staff and the Client Service Coordinator by handling routine and non-routine administrative tasks at the direction of the Trust Advisors.
• Assist with special projects, including, but not limited to the administration of grant programs for client foundations, large mailings for family funds, and research projects.
• Perform other administrative duties on an as needed basis.
• May perform additional duties as requested.

Essential Competencies:

• Works proactively with others to support efforts within a department or function of the Firm.
• Organizes and prioritizes assignments and contributes to the department’s ability to meet or exceed goals and standards.
• Maintains current knowledge of trends and developments affecting the area of specialization.
• Uses innovative thinking and exercises sound judgment to achieve results.

Qualifications:

• Bachelor’s Degree required.
• 3-5 years’ experience in a financial services setting required. Estate and trust experience is a plus.
• Experience in managing projects and tasks with multiple stakeholders to a successful conclusion under inflexible deadlines. Applicants should be able to work well with multiple supervisors and should be able to work independently while keeping supervisors informed and involved.
• Strong Excel skills and a proficient user of all other MS Office Suite products. Adaptability to learn and become expert in new applications with limited formal training.
• Strong ability to work well with a wide range of personalities and expectations.

Physical Requirements:

• Must have minimal physical mobility. Position may occasionally require standing, walking, reaching, and lifting up to 15 pounds.
• Must have the ability to operate equipment such as a computer and copy machine.
• Must have the ability to communicate clearly and to read and follow detailed instructions.
• Must have the ability to prepare assorted documents and other related materials.
• Must have the ability to work in stressful conditions under time deadlines.

Job Type: Full-time

Schedule:

• Monday to Friday

Supplemental Pay:

• Bonus pay

Education:

• Bachelor's (Required)

Experience:

• Microsoft Office: 1 year (Required)
• Microsoft Excel: 1 year (Required)
• Financial services: 1 year (Required)

Work Location: One location