Trust Administrative Assistant

Job Description

Job Description

Description:

The Trust Administrative Assistant provides administrative, operational, and client service support to the Trust Department. These positions located in Greenville, SC and in Columbia, SC will assist Trust Officers and/or Trust Administrators with fiduciary account administration, client onboarding, account maintenance, document management, tax reporting support, trust-owned real estate administration, and department operations while ensuring exceptional service and regulatory compliance.

Client & Account Administration

• Assist with onboarding new trust, estate, agency, IRA, conservatorship, guardianship, and investment management accounts.
• Prepare account-opening documentation and maintain physical and electronic files.
• Coordinate collection of CIP and account documentation.
• Assist with account reviews, beneficiary updates, and administrative changes.
• Support client, attorney, CPA, and financial advisor communications.

Trust Operations & Account Maintenance

• Monitor account balances and identify and manage overdrafts or low cash balances.
• Assist with bill payment administration and special distributions.
• Review daily account activity and coordinate corrections.
• Maintain account records and imaging systems.
• Provide backup support for trust operations functions.

Fiduciary Tax & Reporting Support

• Prepare and organize information for fiduciary tax return preparation.
• Coordinate with outside tax preparers and internal stakeholders.
• Assist with annual accountings, court reports, and regulatory reporting.
• Support quarterly and annual client reporting processes.

Trust Real Estate & Asset Administration

• Assist with administration of real estate held in fiduciary accounts.
• Maintain property files, insurance records, leases, invoices, and tax documentation.
• Coordinate with vendors, tenants, contractors, and property managers.
• Track property-related payments and reporting requirements.

Department Administration

• Prepare Trust Committee agendas and meeting materials.
• Manage department mail, filing, scanning, and records retention.
• Maintain appointment schedules and client meeting logistics.
• Order supplies and support day-to-day department administration.
• Work on special projects as assigned by leadership (i.e. Overdrafts, large cash balances, real estate matters, financial reports, etc.)

Compliance & Risk Management

• Maintain confidentiality of all client and Bank information.
• Comply with Bank policies and fiduciary standards.
• Support audit, compliance, and examination requests.
• Identify and escalate operational, compliance, or fiduciary concerns.

Required Skills & Abilities:

Strong organizational skills; attention to detail; proficiency in Microsoft Office; ability to manage multiple priorities; strong communication and customer service skills; ability to maintain confidentiality.

Professional Expectations

• Demonstrates integrity, professionalism, and ethical conduct in all interactions.
• Treats customers and coworkers with respect, fairness, and courtesy.
• Maintains a calm and professional demeanor during high-volume periods or challenging situations.
• Supports Arthur State Bank’s commitment to teamwork, accountability, and community service.
• Adheres to attendance, reliability, and workplace conduct standards.

Education and/or Work Experience Requirements:

• High school diploma or equivalent required.
• Associate's or Bachelor's degree in Business, Accounting, Finance, or related field preferred.
• Minimum 3+ years of trust administration, legal, accounting, wealth management, or wealth administrative experience.

Physical Requirements & Working Conditions:

Ability to sit for extended periods, use standard office equipment, occasionally lift up to 25 pounds, and communicate effectively in person and by telephone.

Working Conditions

Professional office environment with frequent interaction with clients, attorneys, financial advisors, and internal staff.

Compliance Statement

This job description is intended to describe the general nature and level of work performed and is not an exhaustive list of all duties, responsibilities, or qualifications.

Duties may change based on business needs, regulatory requirements, or organizational priorities.