Position Overview :
This position supports and partners with the Chief Fiduciary Officer and three attorneys by providing high-quality administrative support.
Primary Responsibilities
Communicate with internal clients regarding trust and estate legal issues that arise in connection with trust administration, estate planning and estate administration.
Anticipate, coordinate and follow up on large and long-term projects within the department and the larger firm. Assist with the modernization of teaching materials, policies and procedures for the department and the larger firm.
Assist with department budgeting and estate settlement revenue projections and accruals, and special projects as requested by the Chief Fiduciary Officer.
Assist attorneys by performing assigned administrative tasks, such as : drafting correspondence, letters, memos, forms, etc.
handling incoming / outgoing mail, producing reports, managing contacts, Hubspot, etc.; assuming primary responsibility for maintaining files and records and inputting data into programs designed to coordinate workflow and completion of projects.
- Maintain publications and materials for Trust & Estate Legal library, both in hard copy and digitally. Manage HUB database of Trust & Estate Legal education topics, policies, and procedures, and coordinate memberships in bar and other organizations.
- Handle communications with existing and prospective clients, outside professional advisors, and vendors via phone, written correspondence and e-mail.
- Maintain proficiency and job knowledge with respect to current office procedures, databases and other internal systems, account opening and closing, and tax status coding.
- Schedule meetings and appointments. Schedule travel and handle expense reimbursements.
- Coordinate with other Trust & Estate Legal team members to provide or arrange for back-up coverage as needed.
Required Skills and Qualifications
- Background in trusts and estates and / or wealth management preferred.
- Ability to work independently and in a tightly-knit team environment with minimal supervision.
- Creative problem-solving skills, team mentality, natural curiosity and positive focus strongly valued.
- Proficiency in Microsoft Word, Excel, PowerPoint and Outlook, and familiarity with workflow, budgeting and other programs designed to assist with the management of a department.
- Excellent organizational skills and the ability to handle multiple tasks in a fast-paced and high-functioning work environment.
- Detail oriented, accurate and able to prioritize and keep track of both short- and long-term projects and deadlines.
- Ability to maintain a high level of client confidentiality and professionalism.
- Strong oral and written communication skills.
- College degree
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