Estate Planning Administrator

Job Purpose:

To provide administrative support to the estate planning department, assisting with the preparation and management of estate planning documents and client communications. This role involves organizing and maintaining client files, scheduling appointments, and ensuring the smooth operation of the estate planning process.

Key Responsibilities:

Administrative Support:

Assist in the preparation and management of estate planning documents such as wills, trusts, and powers of attorney.

Organize and maintain client files, ensuring all documents are filed accurately and securely.

Handle administrative tasks such as photocopying, scanning, and mailing documents.

Client Communication:

Serve as the first point of contact for clients, answering calls and responding to emails promptly and professionally.

Schedule and coordinate client appointments and meetings with attorneys and other team members.

Assist in drafting and sending client correspondence, ensuring clarity and professionalism.

Document Management:

Ensure all estate planning documents are prepared accurately and in compliance with company standards.

Track the progress of document preparation and execution, following up with clients and attorneys as needed.

Maintain electronic and physical filing systems for easy retrieval of documents.

Support for Estate Planning Team:

Provide support to attorneys and paralegals in the estate planning department, assisting with various tasks as needed.

Coordinate with other departments to gather information and documentation necessary for estate planning.

Assist in organizing and preparing for estate planning seminars and presentations.

Data Entry and Reporting:

Enter and update client information in the company's database, ensuring accuracy and completeness.

Generate reports and summaries of client data for review by the estate planning team.

Assist in the preparation of monthly and quarterly reports on department activities and performance.

Competencies:

Integrity Understands and adheres to basic ethical standards and company policies.

Reports unethical behavior to supervisors.

Maintains confidentiality with minimal supervision.

Accountability Takes responsibility for assigned tasks and activities.

Seeks guidance when necessary to complete tasks.

Acknowledges mistakes and learns from them.

Customer Focused Understands basic customer service principles.

Responds to customer inquiries with guidance.

Demonstrates a helpful and friendly attitude.

Time Management / Organization Manages time and tasks with direct supervision.

Uses basic organizational tools and techniques.

Completes tasks within established deadlines.

Communication Communicates clearly and effectively in simple situations.

Listens actively and seeks clarification.

Uses basic communication tools (email, phone, etc.).Teamwork Works cooperatively with others on assigned tasks.

Shares information and resources with team members.

Participates actively in team activities.

Self-Motivated Demonstrates a basic level of enthusiasm and initiative.

Completes tasks with supervision and support.

Seeks opportunities for personal development.

Required Qualifications:

High school diploma or equivalent

Previous experience in an administrative or support role, preferably in a legal or estate planning environment.

Proficiency in Microsoft Office (Word, Excel, Outlook) and document management systems.

Strong organizational skills and attention to detail.

Excellent written and verbal communication skills.

Ability to handle sensitive information with confidentiality and professionalism.

Strong customer service skills and a positive attitude.

Preferred Qualifications:

Experience working in estate planning or a legal office.

Associate or bachelor's degree preferred.

Familiarity with estate planning documents and processes.

Knowledge of legal terminology and office procedures.

Performance Metrics:

Document Accuracy:
Quality and accuracy of estate planning documents and client files.

Client Satisfaction:
Measured by client feedback and satisfaction survey results.

Timeliness:
Meeting deadlines and timely completion of tasks.

Administrative Efficiency:
Effectiveness in managing administrative tasks and supporting the…