Administrative Assistant

Job Description

Job Description

We are looking for a detail-oriented Administrative Assistant to support trust administration operations within a financial services environment. This contract position has the potential to become permanent, is fully onsite, and offers the opportunity to contribute to a team that manages sensitive client matters, financial records, and administrative workflows. The role works closely with trust officers and related internal teams to keep account activity, reporting, and documentation accurate, timely, and well organized. Responsibilities: • Provide daily administrative support for trust administration activities while coordinating closely with trust officers on assigned tasks and follow-up items. • Handle annuity activity and other manually tracked asset transactions, ensuring records are updated accurately and values are maintained appropriately. • Coordinate with internal partner groups, including case management, wealth management, settlement, pooled trusts, and other support teams, to ensure continuity of service and coverage. • Review insurance documentation, organize statements, and assist with policy oversight through external insurance vendors. • Support account administration by helping open brokerage relationships, establish online access, maintain data feeds, and update authorized signer details with investment partners. • Assist with management of card-based account tools by opening or closing cards, preparing usage reports, and helping monitor risk-related activity. • Prepare board-related materials and administrative reports, and assist with trust accounting reporting requests as business needs arise. • Help maintain specialized files and systems that require additional access tools, and support software or mailing updates tied to trust administration processes. • Provide guidance and cross-training to newer team members and contribute to committee work or special departmental initiatives as assigned.• High school diploma or equivalent required; a bachelor's degree is strongly preferred. • At least 2 years of administrative experience, ideally within financial services, trust administration, investments, or a related office environment. • Demonstrated ability to manage data entry, reporting, inbound communication, and general administrative office support with strong attention to detail. • Proficiency with Microsoft Office applications and comfort learning systems used for trust, reporting, and account administration work. • Strong verbal and written communication skills with the ability to interact professionally with clients, vendors, and internal teams. • Effective organizational skills with the ability to manage multiple priorities, work independently, and maintain accurate records. • Sound judgment, discretion, and a commitment to handling confidential information in accordance with security and company policies. • Bilingual English and Spanish language skills are preferred, and experience with insurance or brokerage-related support is a plus.