Operations Administrative Assistant

Job Description

Job Description

Operations Administrative Assistant

About the Role

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.

Pay Details: $19.00 to $21.00 per hour

Search managed by: Chris Collins

Benefit offerings available for our associates include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and a 401K plan. Our benefit offerings provide employees the flexibility to choose the type of coverage that meets their individual needs. In addition, our associates may be eligible for paid leave including Paid Sick Leave or any other paid leave required by Federal, State, or local law, as well as Holiday pay where applicable.

Equal Opportunity Employer/Veterans/Disabled

Military connected talent encouraged to apply

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The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:

• The California Fair Chance Act
• Los Angeles City Fair Chance Ordinance
• Los Angeles County Fair Chance Ordinance for Employers
• San Francisco Fair Chance Ordinance

Massachusetts Candidates Only: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.