Trust Coordinator

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The Trust Coordinator provides direct administrative support for assigned Trust Advisors and a small subset of Wealth Management Clients. Responsibilities include:
Job Functions:
Help to administer a small group of assigned accounts in accordance with their document terms and assist the Trustees with the administrative decisions of those accounts.
Assists Trust Advisors, Trustees, Lawyers, and Clients in handling routine and non-routine transactions, including client bill-paying, account maintenance, scheduling, and payment of domestic household help, insurance matters, gifting programs, and other tasks, as directed.
Respond to easy to moderate 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 Trust Advisor specifications. Maintain and track special client email boxes.
Create, draft, edit, and revise letters, memorandums, charts, family trees, and documents utilizing sample templates.
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 Support Staff and the Client Service Coordinator by handling routine and non-routine administrative tasks at the direction of the Trust Advisors.
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 required.
3-5 years’ experience in a financial services setting 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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Choate, Hall & Stewart LLP
Two International Place
Boston, MA 02110
T 1 (617) 248-5000
© 2021 Choate, Hall & Stewart LLP

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