Estate Coordinator

Job Summary:

The Estate Coordinator provides direct administrative support for assigned Estate Advisors and performs a broad range of responsibilities for the Estate Team. Responsibilities include but are not limited to the following:

Job Description:

• Help assigned Estate Advisor to administer estates in accordance with their document terms and assist the Trustees with the administrative decisions of those accounts.
• Assist Estate Advisors, Trustees, Lawyers, and Clients in handling routine and non-routine transactions, including client bill-paying, account maintenance, scheduling, insurance matters, and other tasks as directed.
• Respond to various internal and external client requests and inquiries.
• Screen and direct telephone calls and client inquiries to appropriate parties. Coordinate e-mail and voicemail messages to Estate Advisor specifications.
• Assist with drafting, editing, and revising letters, memorandums, charts, family trees, and spreadsheets.
• Process incoming and outgoing mail throughout the day and respond immediately to time-sensitive mail.
• Coordinate and schedule internal and external client meetings, including but not limited to reserving conference rooms, registering visitors to the building, etc.
• Maintain electronic filing system to department standards, including filing all client communications and documents on a regular basis.
• Assist with vacation and overflow coverage as needed for the Estate Advisor and Estate Team by handling routine and non-routine administrative tasks at the direction of the Estate Advisors.
• Assist with estate tax filings, including, but not limited to the compilation of estate tax returns, mailings, and preparation of estate tax binders.
• Send and retrieve documents from Record Center as needed.
• Assist with routine probate court filings and tracking the probate court docket for each estate and testamentary trust administered by the firm, together with an effective tickler system.
• Maintain estate inventory master spreadsheet and update it regularly.
• May perform additional duties as requested.

Essential Competencies:

• Work proactively with others to support efforts within a department or function of the Firm.
• Communicate effectively with the Estate Team.
• Organize and prioritize assignments and contribute to departments ability to meet or exceed goals and standards.
• Maintain current knowledge of trends and developments affecting the area of specialization.
• Take initiative and use innovative thinking and exercise sound judgment to achieve results. Escalate matters when appropriate.

Qualifications:

• Bachelor's Degree required.
• 3-5 years' administrative support experience within Estate Administration.
• Experience in managing projects and tasks with multiple stakeholders to a successful conclusion under inflexible deadlines.
• Demonstrated ability to work well with multiple supervisors while keeping them informed and involved.
• Demonstrated ability to organize work and set priorities to meet deadlines while working independently.
• Superior verbal and written communication skills.
• Professional demeanor and presentation consistent with a professional office environment.
• Strong Excel skills and a proficient user of all other MS Office Suite products. Adaptability to learn and become expert in new applications with limited formal training.
• Strong ability to work well with a wide range of personalities and expectations.

Work Authorization:

• Applicants must be legally authorized to work in the United States without the need for sponsorship by the Firm (either now or in the future).