Trust Administrative Assistant

The Trust Administrative Assistant provides comprehensive administrative and client service support to the Trust Administration team by assisting with the daily administration of fiduciary accounts and delivering exceptional service to clients, beneficiaries, advisors, and internal business partners. This position serves as a key operational resource responsible for coordinating client communications, preparing trust documentation, maintaining account records, facilitating account transactions, and supporting Trust Officers throughout the trust administration lifecycle.

The Trust Administrative Assistant plays an important role in ensuring efficient operations, regulatory compliance, and a superior client experience while maintaining the highest standards of confidentiality, professionalism, and accuracy.

• 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.

• Provide administrative support for the administration of personal trusts, irrevocable trusts, revocable trusts, charitable trusts, estate accounts, investment management accounts, guardian ships, conservatorships, and agency relationships.
• Prepare documentation necessary to establish new fiduciary accounts.
• Assist with account openings, account maintenance, account modifications, and account closures.
• Coordinate account documentation with internal departments and external professionals.
• Process account maintenance requests and administrative transactions.
• Monitor outstanding documentation and follow up as appropriate.

• Prepare and review trust account documentation for completeness and accuracy.
• Maintain electronic and physical client files in accordance with company policies.
• Assist with 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.

• Assist with:
  • Cash requests
  • Distributions
  • Asset transfers
  • Client correspondence
  • Tax documentation
  • Beneficiary information updates
  • Account maintenance
  • Investment account paperwork
• Coordinate workflow with Operations, Investments, Compliance, and Trust Accounting.

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

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

• 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 program

• 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.

• 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.

• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Adobe Acrobat
• Document Management Systems
• Trust Accounting Systems
• CRM software
• Experience with Sun Gard Add Vantage or similar trust accounting software preferred.

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

• 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
• Attendance and reliability
• Continuous process improvement

• Moderate noise (business office with computers, phone, printers, light traffic)
• Ability to sit at a computer for an extended period.
• Regularly required to sit, stand, talk, hear, and use…