Bequests Administrative Assistant - Legal

Wounded Warrior Project • Jacksonville, FL

35d • Hybrid

About The Position

The Wounded Warrior Project (WWP) Legal Bequests Administrative Assistant provides day-to-day administrative support to WWP’s Bequests team and assists Bequests teammates with administrative duties, document collection, bequest file review, and associated communications with fiduciaries, attorneys, banking institutions, and internal partners. Wounded Warrior Project® (WWP) is a veterans service organization that is transforming the way America’s wounded veterans are empowered, employed, and engaged in their communities. WWP™ works with warriors and their families to create paths toward success as they transition back into civilian life. Through direct programs and services, WWP connects warriors to a network of support and resources to address their evolving needs. The WWP team is passionate about creating impact—and since 2003, has improved the lives of over half a million warriors and their families. In fact, many WWP employees are veterans themselves and have experienced firsthand the benefits of its programs and services.

Requirements

• Two years of experience providing administrative support to a group of individuals.
• Demonstrated ability to manage administrative activities for multiple teammates.
• Excellent verbal and written communication skills.
• Ability to read and understand various legal instruments (trusts, wills, beneficiary designations, etc.).
• Demonstrated ability to draft written communications, administrative memos, and business correspondence.
• Excellent editing and proofreading skills.
• Strong attention to detail and accuracy.
• Demonstrated ability to produce high-quality deliverables while coordinating multiple projects.
• Strong organizational and time-management skills.
• Well-organized, dependable, and efficient.
• Demonstrated ability to effectively manage multiple tasks, assignments, and priorities, and complete deliverables within deadlines.
• Data entry experience and understanding of customer relationship management systems (e.g., Salesforce).
• Demonstrated proficiency using Microsoft Office (e.g., Word, Excel, Outlook, PowerPoint, Adobe Acrobat DC).
• Exceptional interpersonal and collaborative skills.
• Team player with the ability to respond with tact and compassion.
• Ability to review information for accuracy, identify discrepancies, and escalate issues as appropriate.
• High energy level, self-starter, and willingness to take initiative.
• Unequivocal commitment to the highest standards of personal and business ethics and conduct.
• Mission-driven, guided by core values, and a pleasure to work with.
• HS Diploma or equivalent.

Nice To Haves

• One year of experience in a nonprofit environment.
• One year of experience in a legal or fiduciary support role.
• Experience working with trusts and/or estates.
• Associate’s degree.

Responsibilities

• Perform a broad range of administrative and clerical duties associated with bequests originating from trusts, estates, and financial beneficiary designations.
• Monitor and manage Bequests team correspondence, including mail, telephone, and email inquiries; serve as an initial point of contact; and route inquiries to the appropriate teammate as needed.
• Provide administrative coordination for Bequests teammates by scheduling meetings, appointments, conferences, and teleconferences; managing logistics and communications; and drafting and distributing meeting notes.
• Assist with bequest-related research by reviewing relevant sources such as obituaries, court documents, asset records, and other supporting documentation.
• Process, track, monitor, and image documents related to bequest administration, litigation, and specialized reporting.
• Assist with follow-up communications related to bequest files, as needed.
• Coordinate travel arrangements, track continuing education requirements for Bequests teammates, and prepare and submit expense reports.
• Prepare periodic financial and check logs and confirm deposits.
• Process legal fee invoices for payment and ensure accurate entry of paid amounts in bequests files.
• Work closely with the Bequests Manager regarding calendar management.
• Support the Bequests team by assisting with special projects and key initiatives.
• Provide additional administrative support for Legal teammates as needed.
• Attend and actively participate in required training and/or meetings, including but not limited to New Teammate Orientation, WWP Cares, ASIST Suicide Prevention training, Leadership training, culture/team based training, or departmental huddles.
• Other related duties as assigned.

Benefits

• A flexible hybrid work schedule (three days in the office, two days’ work from home)
• Full medical, dental, and vision coverage for both teammates AND family members
• Competitive pay and performance incentives
• A fun, mission-focused, and collaborative team environment

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED