Estate Administration Specialist

International Fellowship of Christians & Jews, Inc•Chicago, IL

1d•$60,000 - $70,000•Hybrid

About The Position

The Estate Administration Specialist (EAS) is responsible for the timely, accurate, and compliant administration of post-mortem gifts, including probate estates, trusts, beneficiary designations, and other planned giving contributions. This role ensures all distributions are collected in accordance with donor intent, legal requirements, and organizational standards. The Specialist will partner cross-functionally with key stakeholders on the Fundraising, Finance, and Analytics team to support efficient administration and reporting of planned gifts, while maintaining strong relationships with external fiduciaries and advisors. This position reports to our Estate Counsel and is based in our headquarters located in downtown Chicago.

Requirements

Bachelor’s degree or equivalent work experience.
Intermediate level proficiency in Microsoft Office applications (Word, Outlook, Excel, Powerpoint, Teams, Power BI.)
Proficiency in non-profit Client Relationship Manager software.
Proficient in engaging an array of online federal, state and local governmental databases to research court filings and property records.
Knowledge of estate and gift planning vehicles, probate and trust administration processes and command of related legal terminology.
Excellent oral and written communication skills, with the ability to express self effectively and concisely.
Ability to simultaneously prioritize and manage multiple projects with strict deadlines.
Ability to work effectively with minimal direction.
Strong attention to detail and highly organized.

Nice To Haves

Minimum of 3 years’ experience working with estate/trust administration is preferred.

Responsibilities

Oversee documents related to post-mortem gifts for Estate Administration, determine next actions, timely update CRMs, and curate Estate Administration files with precision.
Execute next actions related to post-mortem gifts in a timely and professional manner.
Review and evaluate all external communications and documents received relating to postmortem gifts. Respond professionally to such communications.
Review estate inventories and accountings for comprehension, accuracy, reasonableness, compliance with donors' intent, and satisfaction of the fiduciaries' legal and ethical obligations to IFCJ.
Ensure IFCJ receives all documents from external sources it is entitled to under the law as well as any other required for timely, accurate, and complete collection of postmortem gifts.
Coordinate with attorneys, executors, brokers, and trust officers to ensure IFCJ receives correct estate distributions quickly and efficiently.
Prepare annual financial reports for Fellowship endowment and quasi-endowment gifts.
Prepare weekly and monthly reports of all gift planning activities including trusts and estate maturities, marketing inquiries, pledges and Cornerstone of Zion Society membership.
Record and maintain all data in IFCJ’s CRM and Gift Planning specific spreadsheets and files.
Maintain inventory of Gift Planning Standard Operating Procedures, oversee back-office administrations, actively participate in team meetings.
Maintain general understanding of current tax and estate law and stay apprised of changes and developments that could impact legacy donors and legacy gifts.