Executive Assistant Trust & Estates Group

This position is in the Trust and Estate Group of an established $20+ billion New York-based registered investment advisor focused on ultra-high-net-worth clients. The Trust and Estate Group works closely with individuals and families on estate planning and trust administration. The team partners regularly with clients, internal client service and finance teams, accountants, attorneys, and other outside advisors.

The Legal Assistant and Team Coordinator will have three primary functional responsibilities: (1) provide day-to-day administrative and operational support to the Trust and Estate Group, (2) assist with trust and estate document preparation, execution, organization, and recordkeeping, and (3) coordinate ongoing fiduciary, tax, payment, and client service-related processes across internal and external stakeholders.

• Manage phone coverage, calendars, meeting scheduling, and limited travel arrangements for the Trust and Estate Group
• Coordinate, calculate, record, and reconcile trustee commissions and other trust-related expenses and obligations
• Coordinate annual trust distributions, including communications, correspondence, and distribution of checks and letters to charitable recipients and beneficiaries
• Assist with the preparation of estate planning documents, including living wills and powers of attorney
• Print, assemble, and bind estate planning documents, and maintain conformed copies following execution
• Maintain organized electronic and physical filing systems, including correspondence and records
• Update weekly department meeting materials and related tracking lists
• Respond to client inquiries and support general scheduling and coordination needs
• Serve as, or become, a notary to support document execution processes
• Support special projects and other ad hoc administrative, operational, and trust and estate matters as needed

2 to 5 years of relevant experience in a legal assistant, trust and estates, private client, family office, or related administrative role

• Highly organized, detail oriented, and able to manage multiple priorities effectively
• Strong administrative, coordination, and follow-through skills
• Professional communication skills, with the ability to interact effectively with clients, colleagues, and outside advisors
• Ability to handle sensitive and confidential information with discretion
• Comfortable managing recurring processes, deadlines, and detailed tracking requirements
• Strong proficiency in Microsoft Office; excellent Excel, Word, and Outlook skills required
• Willingness to become a notary and support document execution processes
• Familiarity with trust and estate documents preferred, but not required