Senior Estate Administrator

The American Diabetes Association (ADA) is seeking a Senior Estate Administrator to oversee the daily management of estate administration files, including wills and trusts, claim forms, mineral interests, split-interest agreements or perpetual trusts, and other assets. Reporting to the Senior Vice President of Planned Giving and Estate Administration, this position has two primary responsibilities:
1) managing a caseload of estate files independently by reviewing documents, preparing receivables, and processing distributions, and
2) supervising two paralegals who handle estate matters, assisting with file reviews, ensuring receivables are submitted and distributions are received, and overseeing related activities through regular meetings and management tasks.

• Collaborate effectively with departmental colleagues and cross-functional teams—incl. field markets, finance, and call centers—while overseeing two paralegals throughout all phases of estate administration.
• Apply legal expertise to interpret and analyze documents, supporting paralegals in reviewing materials such as accountings, inventories, wills, trusts, claim forms, petitions, receipts, releases, real estate contracts, settlement agreements, and more.
• Proactively initiate communication with law firms and fiduciaries to obtain required estate documentation, conduct document reviews, prepare receivables, and manage data efficiently.
• When necessary, conduct follow-ups regarding distributions, fiduciary appointments, estate statuses, and administrative processes, and compose condolence, acknowledgment, and closing correspondence.
• Independently manage estate files, including opening and closing matters, ensuring all pertinent documents are integrated into digital records, documenting interactions with donor records, and assisting with daily estate mail processing.
• Maintain comprehensive digital records for each estate or trust matter and facilitate the transition from hard copy files to electronic systems.
• As assigned, complete claim forms for life insurance, brokerage accounts, annuities, etc., upon notification that the organization has been designated a beneficiary.
• Independently review estate documentation to identify the organization’s interest as a residuary beneficiary, recipient of a specific bequest, or potential future/split interest.
• Engage with external parties to obtain beneficiary information, asset valuations, and estate provisions for the calculation of receivables or recognition of investment income.
• Conduct independent reviews of financial records—such as bank statements, annual reports, accountings, and inventories—and, as necessary, coordinate the liquidation of assets in accordance with gift acceptance policies.
• Collaborate with the CFO and relevant staff to execute releases, receipts, and other estate‑related forms.
• Prioritize estate administration activities to optimize revenue generation while maintaining compliance with audit requirements.
• Manage multiple matters concurrently, demonstrating attention to detail, organizational skills, and effective supervision of paralegals to ensure adherence to estate file management protocols as outlined above.

• A Juris Doctor degree from an accredited law school is required
• A minimum of three years' experience in estate and trust administration is required
• Bar admission is preferred
• Experience in the non‑profit sector is optional

• Probate and trust administration
• Estate and trust litigation
• Basic accounting principles and concepts
• Asset valuation and liquidation
• Asset and security transfers
• Strong organizational skills
• Effective written and oral communication abilities
• Proficiency with MS Access, MS Excel, MS Word, and MS Outlook
• Attention to detail and capacity to manage multiple tasks in a fast‑paced environment
• Ability to be flexible – working independently and with colleagues
• Leadership Qualities
• Travel Requirements: 10% – 15%

The American Diabetes Association (ADA) offers a rewarding career working for one of the premier voluntary health organizations in the world supporting people with type 1, type 2 and gestational…