Operations Administrative Assistant

Operations Administrative Assistant

We are seeking a detail-oriented and proactive Operations Administrative Assistant to support in the administration and management of fiduciary and trust accounts. This position plays a critical role in ensuring exceptional client service, accurate account administration, and compliance with trust-related policies and regulations.

The ideal candidate is highly organized, thrives in a professional financial services environment, and enjoys building relationships with clients and internal stakeholders.

Key Responsibilities

• Provide administrative and operational support to Trust Officers in the management of trust and fiduciary accounts.
• Open, maintain, and close trust accounts within internal trust accounting systems.
• Serve as a liaison between Trust Officers and internal operations teams to facilitate efficient account administration.
• Track critical deadlines, documentation requirements, and account activity to ensure timely follow-up and completion of tasks.
• Process distributions, payments, real estate tax payments, and estimated tax payments on behalf of assigned accounts.
• Communicate professionally with clients, beneficiaries, attorneys, CPAs, portfolio managers, and other trust-related professionals.
• Monitor account activity and documentation to ensure compliance with company policies, procedures, and applicable regulations.
• Maintain accurate electronic and physical account records and client files.
• Assist with special projects, reporting, and other administrative duties as assigned.
• Provide backup front desk and administrative support when needed.

Qualifications

Required Skills & Experience

• Strong administrative, operational, or client service experience, preferably in financial services, banking, wealth management, legal services, accounting, or trust administration.
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Strong attention to detail and commitment to accuracy.
• Ability to exercise sound judgment and maintain confidentiality.
• Strong problem-solving and analytical abilities.
• Ability to work independently while also collaborating effectively within a team environment.
• Proficiency with Microsoft Office Suite and business software applications.