ABOUT THE ROLE:

The Estate Settlement Administrator serves as support for the Estate Officers in servicing estate settlement trust accounts to ensure exceptional client service, operational accuracy, and regulatory compliance. This role partners closely with Estate Officers, internal departments, and external professionals to manage the estate settlement process. Responsibilities span client communications, asset collection, tax coordination, legal documentation, and financial tracking. The Estate Settlement Administrator serves as the primary interface with trust accounting systems, the Workflow System, and all trust operations functions, and implements internal policies and procedures effectively.

YOUR RESPONSIBILITIES:

The responsibilities for this role are below; you may support projects of varying complexity based on skill and organizational priorities.

Client Service:

• Support the Estate Officer in all aspects of estate administration, including communication with beneficiaries, outside advisors, and internal partners.

• Coordinate and manage client communications such as family letters, bequest notifications, and distribution updates.

• Partner with the Estate Officer and internal teams to resolve client issues and ensure a smooth transition across service models.

• Maintain frequent contact with clients and third-party advisors via email and phone to uphold high service standards.

Estate Administration:

• Collect and process estate assets; file probate documents and manage distributions, financial accounts, insurance policies, and unclaimed property.

• Ensure compliance with internal policies and procedures for account openings, bill payments, discretionary actions, and account closings.

• Prepare and execute distribution forms, funding requests, and liquidation instructions.

• Maintain trust accounting system integrity, including fee setup, statement generation, and related party configuration.

• Track and reconcile fees; manage CRM and portal updates; collaborate on distribution schedules and documentation.

• Review daily account activity for accuracy and quality; coordinate with operations teams and manage logistics for estate meetings and materials.

• Perform other duties as assigned.

Risk Management:

• Demonstrate urgency in client service and task completion while maintaining compliance with estate policies and procedures.

• Stay informed on industry trends and fiduciary matters including estate planning, probate, tax planning, and specialized trusts.

MINIMUM REQUIREMENTS:

• Bachelor's degree is strongly preferred.

• Minimum 2 years of professional experience; estate, trust or financial services experience preferred.

REQUIRED SKILLS:

Qualified candidates will possess an introductory degree of proficiency (typically from 2 years of work or practical experience), in: 

• Organizational and Time Management: Demonstrated ability to manage multiple priorities effectively, meet deadlines, and maintain structure in a fast-paced environment.

• Attention to Detail and Accuracy: Strong commitment to precision in documentation, system entry, and financial tracking to ensure compliance and operational integrity.

• Trust Administration and Estate Planning Knowledge: Foundational understanding or willingness to learn key concepts in estate planning, fiduciary responsibilities, and tax matters related to estate and trust services.

• Financial Acumen: Basic understanding or interest in financial markets, investment theory, and asset management principles.

Please refer to the “Skills for Success” section to learn how to stand out as an applicant.

SKILLS FOR SUCCESS:

Qualified candidates will possess an introductory degree of proficiency across a suite of skill including, but not limited to: 

• Client Service Orientation: Proactive approach to supporting clients and beneficiaries with empathy, responsiveness, and professionalism across all communications.

• Effective Communication: Strong verbal and written communication skills to clearly convey information to clients, advisors, and internal partners.

• Team Collaboration: Ability to work effectively within a team environment, supporting Estate Officers and cross-functional partners to achieve shared goals.

• Adaptability: Comfortable navigating shifting priorities and evolving client needs while maintaining high standards of service and compliance.

• Technical Proficiency: Skilled in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint, and CoPilot) and internal systems such as CRM, ACE, Workflow Portal, and AM Administrator.

• Risk and Compliance Awareness: Understanding of internal policies and procedures with a commitment to identifying and mitigating risk through proper documentation and adherence to guidelines.

DOING THE RIGHT THING:

Our employees take pride in doing the right thing for customers and colleagues as well as being accountable for risk by openly exchanging ideas and opinions, elevating concerns, and following policies and procedures that protect all our valuable assets —including you.