Trust Administrative Assistant

Client Service & Relationship Support

Serve as a primary administrative contact for clients, beneficiaries, attorneys, CPAs, financial advisors, and internal business partners. Respond to routine client inquiries and coordinate requests with Trust Officers. Schedule client meetings and prepare meeting materials. Assist with follow-up communications and documentation. Deliver exceptional client service while maintaining confidentiality and professionalism.

Trust Administration Support

• Prepare and review trust account documentation for completeness and accuracy.
• Maintain electronic and physical client files in accordance with company policies.
• Absorb fiduciary documentation, correspondence, committee materials, and regulatory requests.
• Ensure documentation complies with internal policies, fiduciary standards, and regulatory requirements.
• Maintain document retention in accordance with company policy.

Account Administration

• Process cash requests.
• Coordinate distributions, asset transfers, client correspondence, tax documentation, beneficiary information updates, and account maintenance.
• Support investment account paperwork.

Office & Administrative Support

• Answer department telephone calls.
• Manage calendars and meeting schedules.
• Cook up travel arrangements as needed.
• Order office supplies.
• Prepare reports and correspondence.
• Support departmental projects and initiatives.
• Assist with training materials and procedure documentation.

Technology & Records Management

• Maintain accurate client information within trust accounting systems.
• Scan, index, upload, and archive documents.
• Utilize document management systems efficiently.
• Absorb system updates and data quality initiatives.

Team Collaboration

• Partner with Trust Officers, Portfolio Managers, Trust Accountants, Operations, Compliance, and Investment personnel to ensure timely and accurate service delivery.
• Support continuous process improvement initiatives.
• Participate in departmental meetings and training programs.

Requirements

• Education: High School Diploma or GED required. Associate's Degree in Business, Finance, Accounting, Legal Studies, or related field preferred. Bachelor's Degree is a plus.
• Experience: 1–3 years of administrative experience in trust administration, banking, wealth management, legal services, or financial services preferred. Experience supporting fiduciary account administration preferred. Life insurance trust administration experience is a plus.
• Technical Skills: Proficiency with Microsoft Word, Microsoft Excel, Microsoft Outlook, Adobe Acrobat, Document Management Systems, Trust Accounting Systems, and CRM software. Experience with SunGard AddVantage or similar trust accounting software preferred.

Core Competencies

• Client Service Excellence
• Attention to Detail
• Organization & Time Management
• Administrative Accuracy
• Confidentiality
• Written & Verbal Communication
• Relationship Building
• Problem Solving
• Teamwork
• Professionalism
• Adaptability
• Initiative

Success Measures

• Accuracy of documentation
• Client service responsiveness
• Timeliness of account processing
• Compliance with policies and procedures
• Quality of administrative support
• Team collaboration
• Organization and workflow management