Coordinator, Wealth Advisory Services, Trust Executive Division, South Bend, IN

1st Source•South Bend, IN

41d

About The Position

POSITION SUMMARY Provides high-level administrative support to the WAS Senior Trust Counsel and WAS Group Head, other WAS Estate Settlement staff, and WAS Compliance areas. Responsibilities are generally complex and/or confidential in nature and include basic paralegal support for corporate governance; general corporate and transactional matters; trust and estate settlement, trust administrative, and litigation matters; preparing reports; managing incoming workflow and requests for assistance; handling internal and third-party information requests; transcribing meeting minutes; and performing essential administrative functions such as: preparing correspondence, arranging virtual calls and scheduling meetings for members of the teams. ESSENTIAL REQUIREMENTS Completes a broad variety of critical tasks for members of the WAS Senior Trust Counsel, WAS Estate Settlement, WAS Compliance, and WAS Group Head Executive teams, respectively, including reviews trust agreements, powers of attorney, court filings, estate matters, guardianships, and other legal documents under the direction of the WAS Senior Trust Counsel, managing active appointment calendars, composing and preparing correspondence that is often confidential, assisting in revising and tracking versions of standard legal documents and policies, tracking legal invoices, and compiling documents for meetings. Performs on-line research on legal, compliance or other issues as requested by WAS Senior Trust Counsel. Plans, coordinates and ensures department member schedules are followed and respected. Provides "gatekeeper" role for access to members of the designated areas of WAS, creating win-win situations for direct access to department members. Organizes and expedites workflow through the office, fields incoming telephone calls, relays messages, answers questions and inquiries and provides information when department members are not available. Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for members of the respective designated areas of WAS, some of which will have material organizational impact. Prepares board meeting materials for specific Board of Director and WAS Committee meeting (Trust and Investment Committee and WAS Officer Trust Committee) and also prepares minutes and related reports; responsible for retention of all such minutes and board-related documents. Assists with regulatory examinations of the Bank, internal audits and other compliance related duties that WAS Senior Trust Counsel and WAS Compliance complete. Reviews all incoming legal invoices and determines charge center, distributes for initial approvals, then follows up with WAS Senior Trust Counsel, WAS Group Head, Deputy General Counsel or General Counsel's approval before routing to Accounts Payable. Responsible for the completion of all legal and compliance training related to the position. Must understand all applicable laws and regulations that apply to the position and comply with the requirements.

Requirements

Five (5) years’ experience as an executive or administrative assistant, in an in-house legal department or a compliance department, or equivalent experience in a related field preferred.
Professional demeanor and the ability to exercise diplomacy required.
Good PC skills--proficiency in Microsoft Word, PowerPoint and Excel essential.
Ability and desire to master various legal and business software applications as needed.
Self-starter, good organization.
Ability to protect the confidentiality/privacy of others as appropriate, as well as of company documents and records.
Ability to handle multiple tasks in a fast-paced environment.
Ability to meet specific deadlines.
Good written and verbal communication skills.
High degree of attention to detail.
College degree preferred but not required.

Nice To Haves

Paralegal Certificate is preferred but not required.

Responsibilities

Completes a broad variety of critical tasks for members of the WAS Senior Trust Counsel, WAS Estate Settlement, WAS Compliance, and WAS Group Head Executive teams, respectively, including reviews trust agreements, powers of attorney, court filings, estate matters, guardianships, and other legal documents under the direction of the WAS Senior Trust Counsel, managing active appointment calendars, composing and preparing correspondence that is often confidential, assisting in revising and tracking versions of standard legal documents and policies, tracking legal invoices, and compiling documents for meetings.
Performs on-line research on legal, compliance or other issues as requested by WAS Senior Trust Counsel.
Plans, coordinates and ensures department member schedules are followed and respected.
Provides "gatekeeper" role for access to members of the designated areas of WAS, creating win-win situations for direct access to department members.
Organizes and expedites workflow through the office, fields incoming telephone calls, relays messages, answers questions and inquiries and provides information when department members are not available.
Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for members of the respective designated areas of WAS, some of which will have material organizational impact.
Prepares board meeting materials for specific Board of Director and WAS Committee meeting (Trust and Investment Committee and WAS Officer Trust Committee) and also prepares minutes and related reports; responsible for retention of all such minutes and board-related documents.
Assists with regulatory examinations of the Bank, internal audits and other compliance related duties that WAS Senior Trust Counsel and WAS Compliance complete.
Reviews all incoming legal invoices and determines charge center, distributes for initial approvals, then follows up with WAS Senior Trust Counsel, WAS Group Head, Deputy General Counsel or General Counsel's approval before routing to Accounts Payable.
Responsible for the completion of all legal and compliance training related to the position.
Must understand all applicable laws and regulations that apply to the position and comply with the requirements.