Administrative Assistant

Published April 3rd, 2024

Job description

The Administrative Assistant provides direct administrative support for the Trust Administration Department. Responsibilities include:

Job Functions:
• Process incoming and outgoing mail throughout the day and respond immediately to urgent mail.
• Coordinate and schedule internal and external client meetings, including but not limited to reserving conference rooms, registering visitors to the building, etc.
• Assist with document production including letters, memorandums, charts, family trees and spreadsheets.
• Maintain electronic filing system, to department standards, including filing all client communications and documents on a regular basis, no less often than weekly.
• Assist with vacation and overflow coverage as needed for the Trust Assistants and the Client Service Coordinator by handling routine and non-routine administrative tasks at the direction of the Trust Administrators.
• Assist with special projects, including, but not limited to the administration of grant programs for client foundations, large mailings for family funds, and research projects.
• Perform other administrative duties on an as needed basis.
• May perform additional duties as requested.

Essential Competencies:
• Works proactively with others to support efforts within a department or function of the Firm.
• Organizes and prioritizes assignments and contributes to the department’s ability to meet or exceed goals and standards.
• Maintains current knowledge of trends and developments affecting the area of specialization.
• Uses innovative thinking and exercises sound judgment to achieve results.

Qualifications:
• Bachelor’s Degree preferred.
• 2-4 years experience as an administrative assistant required. Estate and trust experience is a plus.
• Experience in managing projects and tasks with multiple stakeholders to a successful conclusion under inflexible deadlines. Applicants should be able to work well with multiple supervisors and should be able to work independently while keeping supervisors informed and involved.
• 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.

Physical Requirements:
• Must have minimal physical mobility. Position may occasionally require standing, walking, reaching, and lifting up to 15 pounds.
• Must have the ability to operate equipment such as a computer and copy machine.
• Must have the ability to communicate clearly and to read and follow detailed instructions.
• Must have the ability to prepare assorted documents and other related materials.
• Must have the ability to work in stressful conditions under time deadlines.

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