Administrative Coordinator (Trust & Estate)

PRIMARY OBJECTIVE OF POSITION: Provide administrative support to the Trust & Estate Planning departments to ensure accurate and timely client service.

OUTCOMES :

1. Provide administrative support to the Estate Planning & Legal Consultants to ensure accurate and timely estate planning and other legal consulting services to FCI clients.
2. Operate in a fast-paced environment requiring a high level of accuracy, time management, organization and professionalism.
3. Facilitate recordkeeping as necessary, including the collection and safekeeping of client documents, consultant notes and correspondence.
4. Communicate effectively with clients, FCI staff, and outside professionals as necessary to provide accurate and timely client service.
5. Act as a back-up for other office administrative functions.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

1. Coordinate workflow and inter-departmental communication support to the Trust & Estate Planning teams. Provide oversight of the checklist processes.
2. Assist with trust department administrative functions; process trust amendments and revisions; prepare correspondence regarding trust agreements, wills and estate planning documents; process trust administrative account reviews; and work with other departments as needed.
3. Provide administrative support, including but not limited to, copying, shredding, scanning, filing, mailing, emailing information/documents as requested, printing e-mails/attachments/documents, travel arrangements (flights, ground transportation, hotels, and directions), scheduling meetings, processing expense reports, managing calendars, updating project lists, scheduling calls and events, and hosting guests. Expedite correspondence, including, but not limited to, opening, date stamping and routing mail; preparing invoices for approval and payment; reconciling statements; and processing expense reimbursements.
4. Develop and maintain an organization system to coordinate and track documents, including tracking projects from outside counsel, recording deeds from clients, signed estate planning documents, priorities and deadlines, files including documentation, notes and correspondence.
5. Prepare facilities and materials for events and meetings.
6. Assist with the formatting, copying and assembly of deliverables to be used in conjunction with client estate planning meetings and Board level meetings and materials including minutes.
7. Coordinate strategic planning events with the Executive Administrator/President’s Office (PO).
8. Order gifts, process holiday event items, plan itineraries and other help as needed with the PO office.
9. Provide back-up coverage for other administrative functions, including reception coverage, emergency/disaster, and CPR/AED scheduling, or other projects as assigned.
10. Complete other miscellaneous projects and participate in Company initiatives as assigned.

COMPETENCIES :

1. Teamwork: Working together with clear communication, shared goals, and mutual support to ensure everyone can do their best work.
2. Excellence: Commitment to delivering our best every day by upholding high standards with accountability, adaptability, integrity, and also empathy.
3. Advocacy: Championing the best interest of our colleagues and clients by supporting one another to ensure every voice is heard and every action serves the greater good.
4. Meaningful Connections: Fostering a shared sense of belonging by building intentional, authentic relationships grounded in trust, understanding, and collaboration.
5. !nnovation: Exploring better ways forward by applying new ideas and existing knowledge to drive meaningful and continuous progress.
6. Accountability & Dependability: takes personal responsibility for the quality and timeliness of work, and achieves results with little oversight; takes ownership.
7. Communicator: speaks, listens, and writes clearly and effectively.
8. Confidentiality: demonstrates ability to protect confidential information (the business and lives of the clients are confidential to the outside world, and the client’s individual activities are confidential with respect to each other).
9. Creativity and Innovation: thinks outside the box, brainstorms for new ideas, understands the necessity of innovation, experiments with new ideas, looks beyond the “tried and true” for alternative solutions, and enjoys being part of the creative process.
10. Critical Thinking: ability to analyze situations, solve problems, think critically, create and make improvements.
11. Integrity: demonstrates the highest level of integrity of oneself.
12. Interaction with Others: builds relationships characterized by a high level of acceptance, cooperation, and mutual respect; promotes commitment within the team to achieve goals.
13. Organized: approaches the job in an organized and disciplined manner.
14. Overall Productivity: understands job requirements and standards, motivated to meet or exceed goals with accuracy, and seeks to produce the highest quality.
15. Project Management: uses tools and systems effectively, meets deadlines and budgets, coordinates resources and meets objectives.
16. Problem-Solving & Conflict Resolution: uses logic and facts in analyses of problems, tracks patterns of recurring problems, anticipates issues, develops alternative solutions, escalates when necessary, looks beneath the surface, and uses good judgment.
17. Researching Information: identifies, collects, and organizes data for analysis and decision-making.

REQUIREMENTS :

1. Associates degree or business certificate preferred. High school diploma or equivalent required.
2. Minimum 2 years related experience in a professional fast paced office environment.
3. Intermediate level Microsoft Office skills including Word, Excel, Adobe Pro, and PowerPoint required.