Client Service Assoc. & Trust Administrator

About the role

Pitcairn’s innovative Shared Single‑Family Office® model provides unparalleled service to wealthy families and other family offices. Since its founding in 1923, Pitcairn has helped ultra‑high‑net‑worth families navigate the individual, interpersonal, and institutional challenges that come with wealth. The Client Service Associate & Trust Administrator (“Associate”) serves as the point of contact for client relationships and assists the Fiduciary Services Department in fulfilling its fiduciary obligations. The role is central to onboarding, maintaining, and enhancing fiduciary relationships while supporting trust administration functions to ensure a seamless, high‑touch client experience. The Associate manages account maintenance, coordinates operational and trust‑related activities, and collaborates closely with internal teams including Legal, Fiduciary Services, Operations, and Tax. This position will be based in the upcoming Wilmington, Delaware office.

Responsibilities

• Provide first‑level client support.
• Coordinate all client account paperwork.
• Coordinate cash distributions (wires, checks, ACHs).
• Coordinate bill‑pay administration, callbacks, and payment processing.
• Process internal and external asset/account transfer forms.
• Process charitable contributions and prepare associated correspondence.
• Maintain and update Tamarac CRM and Fidelity platforms (e.g., address changes).
• Provide delivery support for tax documents (e.g., 1099s, K‑1s).
• Provide basic client portal support (e.g., password resets, document uploads).
• Coordinate meetings, primarily external meetings with multiple trustees, CPAs, and attorneys.
• Work on both external and internal team projects.
• Provide additional backup/support for other Client Service Associates.
• Perform other duties as assigned for the efficient operation of the Department.
• Assist with account setup and ongoing account maintenance, including maintaining a tickler program.
• Support administration for trust onboarding, divisions, age attainments, modifications, and terminations, including preparation of trust interest summaries, accountings, and receipt and releases.
• Prepare and coordinate beneficiary notices and Crummey notices in compliance with trust requirements.
• Perform ongoing trust administration maintenance, including recording updates and tracking requirements.
• Provide support for 1041 tax reporting, including coordination with internal Tax teams.
• Assist with cash administration related to trust accounts.
• Support a total return administration process.
• Maintain and update OneSource and other trust accounting/reporting systems.
• Partner closely with Trust, Tax, and Operations teams to ensure timely and accurate execution of trust‑related activities.
• Assist with the preparation of materials for recurring committee meetings.
• Provide administrative support to Legal and Fiduciary Services Departments.

Requirements

• Bachelor’s degree preferred.
• Minimum 3 years of experience in an administrative or client service capacity in financial services, trust administration, or a related industry.
• Experience with trust operations or fiduciary services is strongly preferred.
• Computer literate with above‑average working knowledge of MS Word, Excel, PowerPoint, Outlook, and SharePoint.
• Experience with financial services platforms, CRM systems, and trust accounting systems (e.g., OneSource) is desirable.

Desirable Attributes

• A natural inclination to engage with and interact with others with courtesy.
• A preference for organization, procedure, and exactitude.
• A tendency toward passionate and steadfast pursuit of goals, despite obstacles, discouragement, or distraction.
• A tendency to work to achieve and exceed standards.
• Consistency between both words and actions.

Schedule

This position offers a hybrid work arrangement in Wilmington, Delaware: three days per week in the office and two remote workdays each week.